Operations Specialist

We are seeking a detail-oriented and proactive Operations Specialist to join our team. The successful candidate will manage critical operational functions, including legal documentation, invoicing processes, and project controls. This role requires a strong understanding of operational workflows, excellent organizational skills, and the ability to ensure compliance and accuracy in fast-paced environments.

The Operations Specialist will collaborate with cross-functional teams to support project delivery and financial accuracy while maintaining high standards of documentation and process efficiency.

Key Responsibilities

• Legal Documentation-Draft, review, and manage legal documents, including contracts, non-disclosure agreements (NDAs), service agreements, and compliance forms.

• Ensure all documentation adheres to company policies, industry regulations, and legal standards.Maintain an organized repository of legal documents, ensuring accessibility and version control.Liaise with internal stakeholders (e.g., legal, finance, and project teams) and external partners to finalize agreements.

• Track document lifecycles, including renewals, amendments, and terminations.Invoicing and Financial OversightProcess, review, and validate invoices for accuracy, ensuring alignment with contracts and purchase orders.

• Manage invoice workflows, including issuance, tracking, and timely resolution of discrepancies.Collaborate with the finance team to ensure accurate billing, payment tracking, and reconciliation.

• Maintain records of invoices and payments in compliance with audit requirements.Identify and implement process improvements to streamline invoicing and reduce errors.Project ControlsSupport project planning and execution by monitoring timelines, budgets, and resource allocation.

• Develop and maintain project control tools, such as dashboards, schedules, and status reports.

• Track key performance indicators (KPIs) and project milestones to ensure on-time and on-budget delivery.

• Identify risks and bottlenecks in project workflows, proposing solutions to mitigate issues.Assist project managers in preparing reports for stakeholders, including cost analyses and progress updates.General Operations SupportStreamline operational processes to enhance efficiency and scalability.

• Coordinate with cross-functional teams to ensure seamless communication and workflow alignment.Maintain accurate and up-to-date records in company systems (e.g., ERP, CRM, or project management tools).Support audits and compliance reviews by providing documentation and process insights.

• Contribute to team initiatives, including process documentation and training.

Qualification:

• Bachelors degree in Business Administration, Operations Management, Finance, or a related field (or equivalent experience).

• Experience in operations, project controls, or a similar role with exposure to legal documentation and invoicing.

• Strong understanding of contract management and legal documentation processes.

• Proficiency in invoice processing and financial reconciliation.

• Experience with project control methodologies (e.g., tracking budgets, schedules, and deliverables).Advanced skills in Microsoft Office Suite (Excel, Word, PowerPoint) and project management tools (e.g., Asana, Trello, MS Project, or similar).

• Exceptional attention to detail and organizational skills.Ability to manage multiple priorities and meet deadlines in a dynamic environment.

• Excellent communication skills, with the ability to collaborate with diverse stakeholders.PreferredExperience in industries such as construction, consulting, manufacturing, or technology.

• Familiarity with ERP systems (e.g., SAP, Oracle, NetSuite) or accounting software (e.g., QuickBooks, Xero).Knowledge of compliance frameworks (e.g., GDPR, SOX, or industry-specific regulations).

• Certification in project management (e.g., PMP, CAPM) or operations (e.g., Lean, Six Sigma).

• Experience with data visualization tools (e.g., Tableau, Power BI) for reporting.

Key Competencies

Analytical Thinking: Ability to analyze complex data sets, identify trends, and propose actionable solutions.

Process Orientation: Strong focus on optimizing workflows and maintaining accuracy.

Problem-Solving: Proactive in addressing operational challenges and mitigating risks.

Collaboration: Comfortable working with cross-functional teams and external partners.

Adaptability: Thrives in a fast-paced environment with evolving priorities.

Work Environment: This role may involve occasional travel to project sites or client locations.

Standard working hours with occasional flexibility required to meet project deadlines.