VA/EA -Operations Assistant

Role:-VA- Operation

Position Responsibilities:

1. Business Development & Sales Support

o Support business development by researching potential clients, industry trends, and competitors.

o Maintain and update contact/CRM lists; identify key stakeholders and networking opportunities.

o Qualify leads and assist in setting up projects in Total Synergy.

o Collaborate with stakeholders to document project scope and client requirements.

o Assist with proposal generation and follow-up on sent quotes.

2. Project Coordination & Operations

o Coordinate and oversee project activities to ensure alignment with client objectives and regulatory requirements.

o Manage and maintain the overall team schedule, including structured planning through SOPs.

o Develop and manage project forecasts in collaboration with Project Managers.

o Conduct work-in-progress (WIP) reviews, including timesheet audits for performance tracking.

o Provide timely project reporting and status updates; support SOP development for reporting processes.

3. Quality & Systems Management

o Assist with documentation and compliance related to ISO 9001 quality systems.

o Provide quality oversight during project execution to ensure accuracy and compliance.

o Develop and refine internal systems using SystemHUB (e.g., video guides and SOP documentation).

4. Marketing & Communications

o Drive marketing efforts across LinkedIn, Facebook, website updates, and direct outreach (e.g., LinkedIn messages).

o Create or coordinate content such as social media posts and articles.

5. Administrative & Assistant Duties

o Perform general administrative support to ensure smooth day-to-day operations.

o Provide personal assistant support to the General Manager and Admin Manager.

Qualifications, Skills, and Experience:

We are seeking candidates who possess:

• A minimum of 2-3 years of experience in a similar role, with a proven track record in business operations or administrative support and project coordination.
• Strong organisational and multitasking skills, with the ability to manage multiple tasks efficiently.
• Excellent communication and interpersonal skills, with the ability to liaise with clients and internal teams effectively.
• Experience with CRM systems and administrative tools.
• A high level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and digital collaboration tools (Teams, Zoom, Slack, etc.).Asana ,Gantt Chart
• Strong attention to detail and the ability to work independently.
• Full working rights.

Desirable Skills:

Candidates with the following additional skills and experiences will be highly regarded:

· Strong organisational and time management abilities.

· Effective written and verbal communication.

· Experience with project coordination and scheduling tools (e.g., Total Synergy).

· Understanding of project lifecycles and forecasting.

· Familiarity with ISO 9001 and quality system documentation.

· Ability to develop and maintain Standard Operating Procedures (SOPs).

· Basic sales and CRM experience (e.g., quoting, lead tracking).

· Competence in social media and website content management.

· Analytical mindset with ability to interpret project data (e.g., WIP, timesheets).

· Proficient in Microsoft Office and cloud collaboration tools.

· Self-motivated, adaptable, and process-driven.

· Team-oriented with a proactive, customer-focused approach.