The Role
Provide administrative support to Operations and Compliance: maintain financial records, assist with contracts and renewals, coordinate procurement and billing, manage client/support coordination (BDT, Zoho Desk, QSYS), file and report documentation, and perform general office duties to ensure smooth operations and compliance.
Summary Generated by Built In
JOB TITLE:OPERATIONS ASSISTANT
DEPARTMENT/SECTION OPERATIONS:ACCOUNTS
IMMEDIATE SUPERVISOR: OPERATIONS LEAD
INDIRECT SUPERVISOR: CHIEF ACCOUNTANT
PEOPLE & CULTURE
INTERNAL & EXTERNAL COMMUNICATION: INTERNAL (STAFF, DEPARTMENTS)
EXTERNAL (VISITORS, CLIENTS)
MAIN PURPOSE OF JOB
The overall purpose of this role is to provide administrative support to the Operations and Compliance function in managing day-to-day activities for smooth execution of operations and compliance related tasks across the organization.
KEY RESPONSIBILITIES/ACCOUNTABILITIES
Financial Support & Analysis
- Maintain and update financial records in accordance with company policies.
Contract & Compliance Management
- Assist in drafting and reviewing contracts, including NDAs, joint venture agreements, sales agreements, and lease/AMC contracts.
- Track contract renewals, ensuring timely follow-ups and compliance with terms.
- Maintain a database of clients, warranties, AMCs, and lease agreements.
- Coordinate with internal teams to ensure adherence to contract clauses related to support calls, preventive maintenance (PMs), invoicing, and payment terms.
- Share contract renewal updates on a weekly and monthly basis.
Procurement & Billing Coordination
- Follow up on procurement requests to ensure timely purchases and dispatch of client orders.
- Work with support and project teams to track LPO (Local Purchase Order) fulfillment and job card submissions.
- Assist in monitoring open LPOs and ensuring proper billing cycles.
- Prepare and maintain monthly open LPO reports with necessary follow-up actions.
- Coordinate PM follow-ups with the support team to ensure accurate and timely AMC billing.
Client & Support Coordination
- Provide support to clients regarding contract-related inquiries and issue resolution.
- Manage the BDT system for tracking contracts, LPOs, warranties, and billing cycles.
- Assist in issuing QSYS licenses based on agreed client terms.
- Handle coordination of VMS SMS bundle recharges, from quote approval to billing.
- Support team claim approvals and follow-up with payables for reimbursements.
- Facilitate the creation of new clients in Zoho Desk for task allocation.
- Track project handovers and ensure warranties are correctly set up in the system.
- Monitor POCs (Proof of Concept) and follow up with the sales team for closure.
Documentation & Reporting
- Maintain organized records of contracts, LPOs, invoices, job cards, and handovers (both physical and digital).
- Assist in proper filing of legal and company documents as guided.
- Assist in preparing reports related to contract renewals, procurement, and financial transactions.
- General office duties; data entry, filing and document management and reports summary.
- Performing any other tasks assigned from time to time.
Requirements
QUALIFICATIONS & SKILLS
- Bachelor’s degree in Finance, Accounting, Economics, or a related field.
- 2-3 years of prior experience in Finance, Accounting, Operations, Compliance or Contract Management. (Internship experience counts).
- Excellent written and verbal communication.
- Strong analytical and problem-solving skills.
- Detail-oriented with strong time management skills to handle multiple tasks.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), proficiency in a financial software tool is a plus.
- High attention to detail and accuracy in working with financial data.
- Good communication, professionalism and interpersonal skills.
- Ability to work independently and collaboratively in a team.
- Understanding of basic financial principles and contract management processes.
Skills Required
- Bachelor's degree in Finance, Accounting, Economics, or related field
- 2-3 years prior experience in Finance, Accounting, Operations, Compliance, or Contract Management (internship counts)
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
- Experience with Zoho Desk, BDT system, or similar contract/tracking systems
- Understanding of basic financial principles and contract management processes
- Strong analytical and problem-solving skills
- Excellent written and verbal communication skills
- Detail-oriented with strong time management and accuracy handling financial data
- Ability to work independently and collaboratively in a team
- Proficiency in a financial software tool
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The Company
What We Do
We go the extra mile for your last mile – with specialized divisions to serve even the most diverse of industries. CDL is your premier regional carrier for complete delivery coverage – guaranteed.
