Operations Executive
Removed from the employer's board on Nov 5, 2026. First seen by Alion on Nov 4, 2026.
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Job Summary
We are looking for a proactive, detail-oriented, and highly organised Operations Executive to oversee and coordinate daily operational activities across the organisation. The role involves managing corporate communications, coordinating tender and proposal submissions, reviewing contracts and corporate documentation, supporting finance and procurement processes, and ensuring effective coordination between departments.
The successful candidate will act as a key point of coordination between management, internal departments, clients, suppliers, and external stakeholders. The ideal candidate should demonstrate strong ownership, professional communication skills, commercial awareness, and the ability to manage multiple responsibilities while ensuring operational efficiency and timely delivery.
Key Responsibilities
1. Operations Management & Coordination
Coordinate and oversee day-to-day operational activities to ensure smooth business operations across departments.
Monitor ongoing tasks, priorities, deliverables, and deadlines, ensuring timely completion.
Coordinate cross-departmental activities and follow up on outstanding actions and operational requirements.
Identify operational challenges and recommend improvements to existing processes and workflows.
Support management in implementing operational strategies and business objectives.
2. Tenders, Proposals & Business Submissions
Coordinate, review, prepare, and manage tender submissions, RFPs, RFQs, and commercial proposals.
Ensure all proposal documents, supporting information, and submissions meet specified requirements and deadlines.
Liaise with relevant departments to collect technical, financial, and administrative information for submissions.
Review documentation for accuracy, completeness, consistency, and compliance before submission.
Maintain tender trackers, submission records, and supporting documentation.
Follow up on submitted proposals and coordinate any additional requirements or clarifications.
3. Corporate Communications & Stakeholder Management
Lead and manage official company correspondence, including emails, letters, business communications, and document circulation.
Ensure all external communications are professional, accurate, and aligned with company standards.
Coordinate communication between management, internal departments, clients, suppliers, and external stakeholders.
Prepare business correspondence, reports, presentations, and management updates.
Handle sensitive corporate information and documentation with confidentiality and professionalism.
4. Contracts & Corporate Documentation
Review, prepare, coordinate, and maintain corporate documents, agreements, contracts, and related records.
Coordinate contract documentation and follow up on reviews, amendments, approvals, and signatures.
Ensure proper document control, version management, filing, and record keeping.
Identify missing information, inconsistencies, or documentation issues and coordinate necessary corrections.
Maintain organised and accessible corporate records in accordance with internal procedures.
5. Finance & Procurement Coordination
Coordinate finance- and procurement-related administrative processes, including LPOs, invoices, quotations, and payment tracking.
Liaise with Finance and Procurement teams to monitor pending transactions, approvals, and documentation.
Maintain accurate records of financial and operational documents.
Support invoice verification, milestone tracking, and payment follow-ups.
Assist in monitoring project-related costs and maintaining relevant operational trackers.
6. Reporting & Management Support
Prepare operational reports, status updates, trackers, and management presentations.
Analyse operational information and identify pending actions, delays, and areas requiring attention.
Provide regular updates to management on operational activities, tender submissions, documentation, and outstanding matters.
Coordinate executive meetings, business visits, travel arrangements, and corporate events when required.
Support management with special projects and operational assignments.
Requirements
Bachelor's degree or diploma in Business Administration, Business Management, Commerce, Operations Management, or a related field.
Minimum 3 years of relevant experience in operations, administration, business coordination, or a similar role.
Previous experience in tender participation, RFP/RFQ preparation, and proposal submissions is highly desirable.
Experience in reviewing contracts, corporate documents, and official business correspondence.
Good understanding of finance, procurement, invoicing, LPOs, and payment tracking processes.
Strong proficiency in Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint.
Excellent written and verbal English communication skills.
Strong organisational, analytical, and problem-solving abilities.
Ability to coordinate with multiple departments and external stakeholders.
Strong attention to detail and ability to manage confidential information.
Capable of handling multiple assignments, working under pressure, and meeting strict deadlines.
Self-motivated, responsible, result-oriented, and able to work independently with minimal supervision.