ABOUT THE ROLE

The Operations and Administrative Specialist keeps client engagement running smoothly day to day. The role owns the operational records, trackers and recurring reports the engagement depends on, coordinates onboarding, offboarding and workforce changes for project staff, and makes sure compliance and information security requirements are completed and evidenced.

The position sits at the coordination point between internal functional teams and client-facing leadership. Reporting from this role feeds revenue, workforce and billing decisions, and the documentation it maintains is what internal and external auditors examine. Accuracy, discretion and follow-through matter more here than volume of activity.

KEY RESPONSIBILITIES

Operations Administration

Coordinate onboarding and offboarding activities for project personnel
Maintain accurate operational records, documentation and trackers
Monitor attendance and consolidate operational data for revenue and workforce reporting
Prepare recurring operational reports, including billing and financial tracking reports
Coordinate administrative requirements related to contractor engagement and workforce changes
Facilitate approval workflows and ensure operational requests are completed on time

Compliance and Documentation

Monitor completion of mandatory compliance and information security requirements
Support implementation and monitoring of Information Security Management System (ISMS) processes
Maintain organized documentation to support internal and external audits
Consolidate reports and evidence required for ISO and other compliance initiatives

Stakeholder Coordination

Work closely with Client Partners and internal functional teams to coordinate operational activities
Respond professionally to administrative inquiries from internal and external stakeholders
Support client communications through email and other approved channels as required
Escalate operational issues and risks promptly and with the context needed to act on them

Reporting and Continuous Improvement

Generate regular operational reports using Microsoft Excel and other productivity tools
Maintain accurate dashboards and trackers for workforce and operational metrics
Recommend improvements to administrative processes and documentation practices
Support additional operational initiatives as business needs evolve

CANDIDATE PROFILE

Education

Bachelor's degree in Business Administration, Management, Human Resources, Information Management, Communications or a related field

Experience

2 to 5 years of experience in administrative, operations, project coordination, executive support, HR operations or a similar role
Client-facing exposure. Experience supporting client-facing or cross-functional teams is an advantage
Industry background. Experience in BPO, IT, AI or professional services is preferred

Technical Skills

English communication. Excellent verbal and written English, sufficient to correspond directly with client-side and internal stakeholders
Microsoft Office proficiency. Working command of Excel, Word, Outlook and PowerPoint, with Excel used daily for reporting and trackers
Reporting and data management. Able to prepare reports, manage operational data and maintain documentation that stands up to audit
Compliance familiarity. Basic knowledge of compliance, information security or quality management systems is an advantage
Organization and time management. Strong planning discipline across recurring deadlines and competing administrative requests
Attention to detail. High accuracy in records, trackers and reports where errors carry downstream billing and workforce consequences
Use of AI applications to build efficiency in assigned tasks

COMPETENCIES AND WORKING STYLE

Customer focus. Treats internal teams and client contacts as stakeholders whose requests deserve a clear answer and a closed loop
Ownership and accountability. Self-directed and resourceful; carries requests through to completion without needing to be chased
Collaboration. Strong interpersonal skills and comfort working across functions and reporting lines
Planning and organizing. Runs fixed reporting cadences and approval workflows reliably alongside ad hoc demands
Communication. Writes and speaks clearly and professionally in client-visible channels
Adaptability. Adjusts as engagement requirements and business needs shift
Integrity. Handles confidential personnel, client and financial information with discretion
Continuous learning. Looks for better ways to run administrative processes and documentation rather than repeating them unchanged