Operations Assistant

Our client is seeking a highly organized and detail-oriented Operations Assistant to provide administrative support to the Operations and Compliance function. The successful candidate will play a key role in ensuring the smooth execution of operational, compliance, procurement, contract management, and reporting activities across the organization.

Key

Responsibilities

• Financial Support & Analysis
• Maintain and update financial records in accordance with company policies and procedures.
• Assist in monitoring financial transactions and maintaining accurate documentation.
• Contract & Compliance Management
• Assist in drafting, reviewing, and managing contracts, including NDAs, joint venture agreements, sales agreements, lease agreements, and AMC contracts.
• Track contract renewals and ensure timely follow-up actions.
• Maintain accurate databases for clients, warranties, AMCs, and lease agreements.
• Coordinate with internal teams to ensure compliance with contractual obligations, including support calls, preventive maintenance schedules, invoicing, and payment terms.
• Prepare and share weekly and monthly contract renewal reports.
• Procurement & Billing Coordination
• Follow up on procurement requests to ensure timely purchasing and delivery of client orders.
• Coordinate with support and project teams to track Local Purchase Orders (LPOs) and job card submissions.
• Monitor open LPOs and support accurate billing processes.
• Prepare and maintain monthly open LPO reports and follow up on pending actions.
• Coordinate preventive maintenance schedules to facilitate timely AMC billing.
• Client & Support Coordination
• Respond to client inquiries related to contracts and support issue resolution.
• Manage systems used for tracking contracts, warranties, billing cycles, and LPOs.
• Assist in issuing licenses and coordinating service-related client requirements.
• Facilitate onboarding of new clients into operational systems.
• Track project handovers and ensure warranty information is accurately recorded.
• Monitor Proof of Concepts (POCs) and coordinate with sales teams to ensure closure and follow-up.
• Documentation & Reporting
• Maintain organized physical and digital records of contracts, invoices, job cards, handovers, and related documentation.
• Ensure proper filing and storage of legal and company records.
• Assist in preparing operational, procurement, contract renewal, and financial reports.
• Perform data entry, document management, filing, and report preparation.
• Undertake any other duties assigned from time to time.
• Qualifications &

Experience

• The ideal candidate should:
• Hold a Bachelor's degree in Finance, Accounting, Economics, Business Administration, or a related field.
• Have at least two (2) years of
• in Finance, Accounting, Operations, Compliance, Contract Management, or a related function.
• Possess strong analytical and problem-solving skills.
• Demonstrate excellent written and verbal communication skills.
• Be highly organized with strong attention to detail and accuracy.
• Have the ability to manage multiple priorities and meet deadlines.
• Be proficient in Microsoft Office Suite (Excel, Word, and PowerPoint).
• with financial or ERP systems will be an added advantage.
• Demonstrate professionalism, integrity, and strong interpersonal skills.
• Be capable of working independently as well as collaboratively within a team.
• Have a good understanding of basic financial principles and contract management processes.
• How to Apply
• Interested candidates are invited to submit their updated CV, clearly outlining:
• Application
• Deadline:
• Sunday 21st June, 2026
• For inquiries or application support, contact
• +254 784 155 512
• Gap Recruitment Services Limited is a professional recruitment firm that does not charge candidates at any stage of the recruitment process and is committed to equal opportunity hiring.