Job Description

Operations Support Officer

(Operations & Administrative Support for Sustainability Advisory Service)

Role Purpose

The Team Operations Coordinator provides essential operational, administrative, and coordination support to the Sustainability Advisory and Assurance teams. This role ensures smooth day‑to‑day functioning by managing documentation, workflow tracking, compliance records, logistics, and cross‑functional coordination. The position enables senior staff to focus on technical delivery, client engagement, and strategic responsibilities by taking ownership of recurring operational tasks.

Key Responsibilities

1. Documentation & Knowledge Management

• Support drafting, formatting, and maintaining SOPs, team manuals, and workflow guides.
• Maintain and organize the team’s SharePoint structure, ensuring version control and consistent naming conventions.
• Manage templates, forms, and document governance to ensure audit‑ready documentation.
• Update and maintain internal trackers, registers, and shared resources.

1. Compliance, Records & KPI Support

• Maintain training records and coordinate with HR to ensure training hours are captured for individual KPIs.
• Track work hours in SmartCert, Siebel, or other internal systems, ensuring accuracy and timely submission.
• Support preparation of compliance documentation for internal reviews or audits.
• Assist with onboarding and offboarding processes, including access setup and documentation handover.

1. Coordination & Logistics

• Arrange travel and accommodation for advisory team members conducting site visits.
• Book meeting rooms, schedule appointments, and manage team calendars.
• Coordinate with internal functions (e.g. HR, Sales, Finance, BD, Assurance, Advisory) to ensure smooth information flow.
• Prepare meeting materials, collect updates, and support recurring reporting cycles.

1. Finance & Procurement Support

• Coordinate invoicing, purchase orders, and receipt submissions with Finance.
• Track project‑related expenses and ensure timely processing.
• Liaise with vendors and internal teams for procurement‑related tasks.

1. Workflow & Pipeline Support

• Monitor project status updates and follow up with team members on deadlines and deliverables.
• Maintain team trackers for proposals, ongoing projects, and deliverables.
• Support internal coordination to ensure tasks move smoothly between Advisory, Assurance, and BD.

1. Team Operations

• Manage reminders, follow‑ups, and routine communication to keep the team aligned.
• Ensure consistent application of SOPs, templates, and documentation standards.
• Support team events, training sessions, and internal initiatives.
• Provide general operational support to ensure the team functions efficiently and professionally.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Operations, Management, or related field.
• Experience in administrative, coordination, or operations roles (professional services experience is an advantage).
• Strong organizational skills with attention to detail and accuracy.
• Proficiency in Microsoft Office and familiarity with SharePoint or similar platforms.
• Ability to manage multiple tasks, prioritize effectively, and work with minimal supervision.
• Strong communication and coordination skills, with the ability to work across multiple teams.

Key Competencies

• Operational discipline — keeps systems organized and processes running smoothly.
• Proactive coordination — anticipates needs and follows up without being prompted.
• Confidentiality & professionalism — handles sensitive information appropriately.
• Adaptability — comfortable working in a fast‑moving, multi‑stakeholder environment.
• Team support mindset — committed to enabling others to perform at their best.