The Operations Executive reports to the Managing Partner. This is a pivotal, multifaceted role designed for a highly organized and detail-oriented professional. The successful candidate will take full charge of our day-to-day office operations, financial record-keeping, social media presence, and client relations. This position requires a proactive individual eager to wear multiple hats, acting as the first point of contact for clients, ensuring their experience is seamless and professional, while simultaneously guaranteeing internal operations run efficiently.
Key Responsibilities
Client Relations & Support:
- Act as a primary point of contact for client inquiries, providing timely, courteous, and effective support via phone, email, and in-person.
- Build and maintain strong, long-lasting client relationships by understanding client needs and ensuring they are met.
- Coordinate client onboarding and offboarding processes.
- Act as a liaison between clients and our HR consultants, ensuring smooth communication and project follow-up.
- Gather client feedback and contribute to strategies for improving service delivery and client satisfaction.
- Handle client concerns with professionalism and escalate issues to the relevant consultant or manager when necessary.
HR Operations & Office Management:
- Manage all office administrative functions, including managing phone calls, emails, and office supplies.
- Maintain and update employee records and client files with strict confidentiality.
- Coordinate logistics for client meetings, interviews, and internal training sessions.
- Assist the consulting team with the preparation of HR documents, reports, and presentations (e.g., employment contracts, HR audit reports, policies).
- Ensure the office environment is professional, clean, and well-organized.
Bookkeeping & Financial Administration:
- Manage day-to-day bookkeeping using accounting software (e.g., QuickBooks, Sage).
- Process accounts payable and accounts receivable; prepare and send invoices to clients.
- Handle petty cash management and reconciliation.
- Prepare monthly financial summaries and assist with basic financial reporting.
- Support the management in tracking project budgets and expenses.
- Liaise with external accountants or auditors as required.
Social Media & Marketing Management:
- Develop and execute a social media strategy to enhance our brand presence on platforms like LinkedIn, Twitter, Instagram, and Facebook.
- Create, curate, and schedule engaging content (posts, articles, infographics) related to HR trends, company services, and industry insights.
- Monitor social media channels, respond to inquiries, and engage with our online community.
- Track and report on social media performance metrics (engagement, reach, leads).
- Assist in updating the company website and crafting marketing newsletters.
Qualifications and Experience
- Education: Certificate from a recognized institution.
- Experience: A minimum of 2 years of proven experience in an administrative, operations, or HR support role. Experience that includes exposure to client relations, basic bookkeeping, and social media management is highly desirable.
Technical Skills
- Proficiency in Microsoft Office Suite (especially Excel and PowerPoint).
- Hands-on experience with accounting software (e.g., QuickBooks).
- Demonstrable experience in managing professional social media accounts.
Ideal Candidate Profile
- Exceptional organizational and time-management skills, with the ability to prioritize multiple tasks effectively.
- Excellent interpersonal and customer service skills, with a passion for building client relationships.
- High level of integrity and ability to handle confidential information discreetly.
- Strong written and verbal communication skills.
- Proactive, self-motivated, and able to work with minimal supervision.
- Keen attention to detail and a high degree of accuracy.
- A team player with a positive and problem-solving attitude.
What We Offer
- A competitive compensation.
- An opportunity to work in a dynamic and supportive environment.
- Exposure to diverse HR projects and client industries.
- Great potential for professional growth and career development.
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