Operations Assistant

We're looking for a proactive and detail-oriented Operations Assistant to join our Operations team, working directly with the Head of Operations. This is an excellent opportunity to gain hands-on experience with the 'behind-the-scenes' activities that support the operational needs of an exciting and dynamic business while gaining exposure to clients across the globe, including startups, high-growth SMEs, investment funds, and companies in the exciting emerging tech and blockchain space.

In this role, you'll provide day-to-day administrative, HR, and operational support across two areas of the business: the employee lifecycle (recruitment, onboarding, and ongoing HR administration) and broader business operations in support of the Head of Operations. This is a generalist support role that sits at the intersection of people and process - suited to someone organised, detail-oriented, and comfortable wearing multiple hats in a growing, fast-moving environment.

Your responsibilities will include, but not be limited to:

HR Administration

• Coordinate and track the full onboarding process for new hires, including issuing and collecting completed onboarding packs (employee details forms, health questionnaires, personal details forms, bank confirmations, etc.)
• Maintain accurate and up-to-date employee records in line with POPIA requirements
• Track probation period start and end dates and flag upcoming reviews to management
• Maintain leave records and assist with leave queries, ensuring alignment with BCEA entitlements
• Support the coordination of background, credit, and reference checks for new candidates
• Assist with drafting HR correspondence 

Recruitment Support

• Screen and log incoming applications; coordinate interview scheduling
• Liaise with candidates on logistics, assessment requirements, and feedback timelines
• Maintain the applicant tracking pipeline and update status records

General Administration

• Manage and update asset registers (e.g. IT equipment issued to employees)
• Handle insurance-related admin, including maintaining asset lists and coordinating with brokers as required
• Manage shared inboxes, calendars, and scheduling for the team
• Assist with filing, document version control, and policy document management
• Provide ad hoc administrative support to management as required

Operations Support

• Provide day-to-day support to the Head of Operations across a range of business process and workflow tasks
• Assist with tracking and following up on open action items, deadlines, and deliverables across operational workstreams
• Help maintain and update internal process documentation, SOPs, and operational templates
• Coordinate logistics for internal events, strategy sessions, and team meetings - including scheduling, agendas, and minute-taking where required
• Support onboarding logistics for new clients or service engagements (document preparation, system setup coordination, communications)
• Assist with vendor and supplier administration, including tracking invoices, maintaining contact lists, and following up on outstanding items
• Monitor and maintain shared operational tools and trackers (e.g. project trackers, asset registers, insurance schedules)
• Assist the Head of Operations with ad hoc research, reporting, and presentation preparation as required

Compliance & Statutory

• Assist with basic UIF, PAYE, and payroll-adjacent admin in support of the payroll function (not primary responsibility)
• Flag upcoming statutory deadlines or compliance requirements to management
• Ensure HR-related documentation is complete, current, and stored securely 

Requirements

Minimum Qualifications & Requirements

• Matric (Grade 12) - essential
• Diploma or degree in Human Resources Management, Business Administration, or a related field - preferred
• 1-2 years of experience in an administrative or HR support role - preferred; strong recent graduates will be considered
• Proficiency in Microsoft Office (Word, Excel, Outlook) - essential
• Exposure to Google Workspace (Docs, Sheets, Drive) - advantageous
• Familiarity with South African labour legislation (BCEA, LRA, UIF, POPIA) at a foundational level - advantageous
• Valid South African ID and right to work in South Africa - essential
• Cape Town-based - essential

Personal Attributes

• High attention to detail - this role handles sensitive personal and employment information
• Professional in handling confidential data
• Self-starter who can manage multiple tasks and deadlines without heavy supervision
• Strong written and verbal communication skills
• Comfortable working in a team environment
• Proactive - spots gaps and addresses them rather than waiting to be told

Benefits

• Competitive salary (market-related, commensurate with experience)
• Hybrid / remote-flexible working arrangement
• Exposure to a growing offshore professional services business
• Direct access to senior leadership in a flat, high-trust environment