Operations Assistant

2 weeks ago

Nairobi, Nairobi Area, Kenya Riana Group Full time $70,000 - $120,000 per year

Job Overview
The overall purpose of this role is to provide administrative support to the Operations and Compliance function in managing day-to-day activities for smooth execution of operations and compliance related tasks across the organization.

Key Responsibilities

Financial Support & Analysis

  • Maintain and update financial records in accordance with company policies.

Contract & Compliance Management

  • Assist in drafting and reviewing contracts, including NDAs, joint venture agreements, sales agreements, and lease/AMC contracts.
  • Track contract renewals, ensuring timely follow-ups and compliance with terms.
  • Maintain a database of clients, warranties, AMCs, and lease agreements.
  • Coordinate with internal teams to ensure adherence to contract clauses related to support calls, preventive maintenance (PMs), invoicing, and payment terms.
  • Share contract renewal updates on a weekly and monthly basis.

Procurement & Billing Coordination

  • Follow up on procurement requests to ensure timely purchases and dispatch of client orders.
  • Work with support and project teams to track LPO (Local Purchase Order) fulfillment and job card submissions.
  • Assist in monitoring open LPOs and ensuring proper billing cycles.
  • Prepare and maintain monthly open LPO reports with necessary follow-up actions.
  • Coordinate PM follow-ups with the support team to ensure accurate and timely AMC billing.

Client & Support Coordination

  • Provide support to clients regarding contract-related inquiries and issue resolution.
  • Manage the BDT system for tracking contracts, LPOs, warranties, and billing cycles.
  • Assist in issuing QSYS licenses based on agreed client terms.
  • Handle coordination of VMS SMS bundle recharges, from quote approval to billing.
  • Support team claim approvals and follow-up with payables for reimbursements.
  • Facilitate the creation of new clients in Zoho Desk for task allocation.
  • Track project handovers and ensure warranties are correctly set up in the system.
  • Monitor POCs (Proof of Concept) and follow up with the sales team for closure.

Documentation & Reporting

  • Maintain organized records of contracts, LPOs, invoices, job cards, and handovers (both physical and digital).
  • Assist in proper filing of legal and company documents as guided.
  • Assist in preparing reports related to contract renewals, procurement, and financial transactions.
  • General office duties; data entry, filing and document management and reports summary.
  • Performing any other tasks assigned from time to time.

Skills & Personal Attributes

  • Bachelor's degree (completed) in Finance, Accounting, Economics, or a related field.
  • 2-3 years of prior experience in Finance, Accounting, Operations, Compliance or Contract Management. (Internship experience counts).
  • Excellent written and verbal communication.
  • Strong analytical and problem-solving skills.
  • Detail-oriented with strong time management skills to handle multiple tasks.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), proficiency in a financial software tool is a plus.
  • High attention to detail and accuracy in working with financial data.
  • Good communication, professionalism and interpersonal skills.
  • Ability to work independently and collaboratively in a team.
  • Understanding of basic financial principles and contract management processes.

How To Apply

To apply, kindly send your resume and cover email application to by
20th September 2025
. Clearly indicate the job title in your subject: Operations Assistant.

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