We are seeking a highly organised and detail-oriented Operations Assistant to join our team. This is a pivotal support role sitting at the heart of our day-to-day operations, providing essential administrative and coordination services across workforce management, supplier and client liaison, visa and compliance documentation, and financial record-keeping.
KEY RESPONSIBILITIES
Timesheet & Workforce Administration
- Collect, review and process weekly timesheet submissions from contract staff, ensuring accuracy and timely sign-off.
- Maintain an up-to-date register of all contract staff, including contract start/end dates, rates, and engagement status.
- Liaise with line managers and contractors to resolve any discrepancies or missing submissions promptly.
Supplier & Client Account Management
- Act as a primary point of contact for supplier and client accounts, maintaining strong working relationships and clear communication channels.
- Coordinate with suppliers on purchase orders, service agreements, and ongoing delivery requirements.
- Assist in onboarding new suppliers and clients, ensuring all required documentation and compliance checks are completed.
- Monitor supplier and client communications, escalating issues to senior management where necessary.
Visa & Immigration Documentation — UK, Europe & GCC
- Gather, collate and manage all documentation required for work visa and residency applications across the UK, European jurisdictions, and GCC countries.
- Liaise directly with Public Relations Officers (PROs) in GCC markets to ensure timely processing of government-related applications and renewals.
- Track visa expiry dates and proactively initiate renewal processes to avoid lapses in compliance.
- Maintain a secure and organised digital filing system for all immigration and compliance-related documentation.
- Stay informed of relevant changes in immigration and labour regulations across jurisdictions to ensure ongoing compliance.
Data Entry, Invoicing & Record Keeping
- Perform accurate and timely data entry across internal systems, ensuring all records are current and consistent.
- Process, track and file invoices related to contract staff, suppliers and client accounts, coordinating with finance as required.
- Maintain comprehensive records of all contractual documentation, purchase orders, and correspondence.
- Generate regular reports on operational metrics including timesheet compliance, invoice status, and contract renewals.
REQUIREMENTS
- Perfect English fluency (written and spoken): This is an absolute requirement. All internal and external communications are conducted in English at a professional standard.
- Experience in operations, administration or office management: Minimum 2 years in a relevant administrative or operational support role.
- Recruitment industry knowledge: A sound understanding of how a recruitment or staffing business operates is highly desirable.
- Visa & immigration familiarity: Prior experience handling visa or residency documentation for UK, EU or GCC jurisdictions is a significant advantage.
- GCC PRO experience: Familiarity with PRO processes and government portals in the UAE or wider GCC is preferred.
- Attention to detail: Meticulous approach to data entry, document management and compliance tracking.
- Organisation and time management: Ability to manage multiple priorities simultaneously and meet deadlines without close supervision.
- Proficiency in Microsoft Office / Google Workspace: Comfortable working with Excel/Sheets, Word/Docs, and email platforms at an intermediate level or above.
- Discretion and professionalism: Able to handle sensitive personal and commercial information with appropriate confidentiality.
COMPENSATION & BENEFITS
The successful candidate will receive a monthly salary of AED 8,000 – 10,000 during the probationary period, commensurate with experience. Compensation will be formally reviewed following the completion of a 6-month probation, with scope for increase based on performance and contribution.
- Probationary salary: AED 8,000 – 10,000 per month
- Salary review after 6 months
- Supportive and dynamic team environment
- Exposure to international operations across UK, Europe and GCC markets
- Opportunity to grow within a fast-paced recruitment business
