Admin and Operations Officer (Mid-Level)

Company Overview

Jobprimers is a recruitment platform that bridges verified employers and qualified job seekers. The platform enables posting of vacancies and facilitates candidate applications that undergo timed assessments in technical, aptitude, and personality tests with immediate feedback. Successful applicants are recommended to employers, streamlining recruitment with an emphasis on meritocracy and transparency.

Role Summary

The Admin and Operations Officer will be responsible for daily management of office activities, administrative tasks, HR coordination, finance operation support, process documentation, and light project management to ensure smooth business operation. The role demands enforcing policies, optimizing workflows, coordinating cross-team activities, and maintaining operational accountability.

Reporting Structure

• Directly reports to Admin & Operations Team Leads
• Collaborates with Admin & Operations members including HR, Finance, Program/Project teams, Admin support, and external vendors

Key Responsibilities

• Oversee daily administrative tasks such as office scheduling, logistics, procurement, inventory management, vendor liaising, travel, meeting arrangements, and asset monitoring.
• Establish and maintain organized filing systems (physical and electronic) for contracts, memos, approvals, and operational records.
• Manage people coordination including onboarding/offboarding procedures, staff documentation, attendance and leave tracking, basic HR administration, and implementation of policies.
• Coordinate team routines with regular meetings, progress trackers, action logs; track completions diligently.
• Assist finance operations by processing payment requests, managing petty cash and expense documentation, tracking invoices, coordinating vendor payments, supporting reconciliation and routing approvals.
• Ensure audit-ready record maintenance and internal control compliance.
• Document, enhance, and enforce standard operating procedures (SOPs) for procurement, travel, expenses, onboarding, and inventory functions.
• Identify operational bottlenecks, recommend improvements, and implement simple workflow automation using available productivity tools.
• Provide project management support including timeline management, tracker updates, meeting documentation, follow-up on action items, and cross-functional coordination for internal projects.

Performance Metrics

• Adherence to service level agreements for procurement, payments, onboarding, and travel requests.
• Accuracy and punctuality of trackers and documentation.
• Reduction in process delays and operational bottlenecks.
• Adoption rate and compliance with SOPs.
• Stakeholder satisfaction from internal teams and vendors.

Candidate Profile & Qualifications

• 6 to 10 years of experience in administration, operations, or related generalist roles.
• Proven expertise in handling administrative, people coordination, finance support, and process enhancement responsibilities within dynamic settings.
• Excellent documentation skills including SOPs, checklists, templates, and reporting.
• Strong abilities in prioritization, follow-up, and managing stakeholder expectations.
• Proficiency in spreadsheet software and office productivity suites like Google Workspace or Microsoft 365.

Preferred Experience

• Experience supporting project or program teams in consulting, non-profits, healthcare, or technology sectors.
• Working knowledge of simple workflow and task management tools such as Asana, Trello, ClickUp, Notion, or Taskade.
• Familiarity with basic automation tools for forms, approvals, and trackers.

Working Style and Core Traits

• Highly organized, methodical, and detail-conscious.
• Composed under stress, proactive, and adaptable to uncertain environments.
• Maintains confidentiality and upholds integrity particularly concerning finance and personnel data.