Operations Assistant

Key Responsibilities

1. Client Liaison & Relationship Management

• Serve as the primary point of contact for clients regarding operational matters.
• Build and maintain strong working relationships with clients, consultants, contractors, and government agencies.
• Attend client meetings and coordinate operational requirements.
• Respond promptly to client enquiries and resolve operational issues professionally.
• Ensure client requirements are communicated accurately to internal teams.
• Monitor client satisfaction and recommend service improvements.

2. Operations Management

• Assist in planning, coordinating, and monitoring daily operational activities.
• Ensure projects are adequately staffed according to client requirements.
• Coordinate manpower deployment, replacements, transfers, and mobilization.
• Monitor project progress and operational performance.
• Ensure smooth coordination between site personnel and the head office.
• Prepare operational reports and updates for management.

3. Manpower Planning & Coordination

• Plan manpower allocation based on project requirements.
• Monitor staff attendance, leave, and deployment schedules.
• Coordinate emergency manpower replacements.
• Maintain accurate manpower deployment records.
• Work closely with HR on recruitment requirements and onboarding activities.

4. Recruitment Support

• Coordinate interviews with clients and candidates.
• Review manpower requirements for upcoming projects.
• Assist in sourcing suitable candidates.
• Support onboarding and deployment processes.
• Ensure all employment documentation is completed before deployment.

5. Project Administration

• Coordinate contract commencement and staff deployment.
• Monitor project documentation and compliance requirements.
• Assist in preparing quotations, deployment schedules, and operational documents.
• Ensure timely submission of reports, timesheets, and client documentation.

6. Compliance & Quality Assurance

• Ensure operations comply with company policies, MOM regulations, and client requirements.
• Monitor staff certifications, work passes, and mandatory training validity.
• Ensure all operational documentation is complete and properly maintained.
• Support internal audits and compliance reviews.

7. Stakeholder Coordination

• Liaise with HR, Payroll, Finance, Recruitment, and Project Teams.
• Coordinate with subcontractors and external vendors when required.
• Facilitate effective communication between all stakeholders.
• Escalate operational issues to management with recommended solutions.

8. Reporting & Documentation

• Prepare weekly and monthly operational reports.
• Monitor KPIs and operational performance.
• Maintain accurate records of manpower deployment, attendance, leave, and project status.
• Prepare management reports and client updates as required.

Requirements

Education

• Diploma or bachelor's degree in business administration, Operations Management or a related discipline.

Experience

• Minimum 1-3 years of experience in operations, manpower coordination, or project administration.
• Experience in the consultancy, or manpower industry is preferred.
• Experience liaising with government agencies and corporate clients is an advantage.