VA/EA -Operations Assistant

Role:-VA- Operation

Position Responsibilities:

1.Business Development & Sales Support

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

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

oQualify leads and assist in setting up projects in Total Synergy.

oCollaborate with stakeholders to document project scope and client requirements.

oAssist with proposal generation and follow-up on sent quotes.

2.Project Coordination & Operations

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

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

oDevelop and manage project forecasts in collaboration with Project Managers.

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

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

3.Quality & Systems Management

oAssist with documentation and compliance related to ISO 9001 quality systems.

oProvide quality oversight during project execution to ensure accuracy and compliance.

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

4.Marketing & Communications

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

oCreate or coordinate content such as social media posts and articles.

5.Administrative & Assistant Duties

oPerform general administrative support to ensure smooth day-to-day operations.

oProvide 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.