Operations Assistant

Key Responsibilities

• Develop and maintain a centralized daily deployment schedule, ensuring all client sites are fully staffed as per contractual requirements.
• Track real-time staff attendance, lateness, absenteeism, and redeployments; coordinate immediate replacements to eliminate service gaps.
• Maintain and update an operations tracker capturing site allocations, staffing levels, shift coverage, and service status across all locations.
• Follow up with supervisors and site leads to confirm task completion, escalate delays, and enforce accountability for missed deliverables.
• Log, categorize, and track all client complaints and service requests; ensure resolution within agreed timelines and maintain closure records.
• Coordinate allocation and movement of cleaning supplies and equipment across sites based on demand, usage trends, and urgency.
• Monitor stock levels, trigger replenishment requests, and track consumption patterns to prevent shortages or overstocking.
• Prepare structured daily, weekly, and monthly reports covering staffing, service performance, incident logs, and operational gaps.
• Maintain accurate and up-to-date records of staff deployment, client sites, contracts, SLAs, and operational documentation.
• Support onboarding logistics by coordinating staff allocation, uniform issuance, and site briefings for new hires.
• Identify inefficiencies in scheduling, staffing, or resource allocation and recommend data-driven improvements.
• Act as the central coordination point between field teams, supervisors, drivers, and management to ensure seamless information flow.

Minimum Qualifications & Requirements

• Diploma or Bachelor’s Degree in Business Administration, Operations Management, or a related field.
• Minimum of 2–3 years’ experience in operations coordination, logistics, or administrative support within a service-based environment.
• Proven experience handling scheduling, reporting, and multi-site coordination.
• Strong proficiency in Microsoft Excel (trackers, basic analysis, and reporting).
• Excellent organizational and multitasking skills with the ability to manage high volumes of data and tasks.
• Strong follow-up and execution skills with a results-oriented mindset.
• Excellent communication and stakeholder coordination abilities.
• High attention to detail and accuracy in record-keeping and reporting.
• Ability to work under pressure and manage competing operational priorities.
• Strong problem-solving skills with a proactive and analytical approach.
• High level of professionalism, accountability, and confidentiality.
• Must currently reside in Nairobi or nearby.