Operations Assistant in OpenLoop

Operations & Administration:

• Support daily administrative tasks, including document management, contract filing, and basic purchasing.
• Maintain and update the local vendor database; request quotes, compare options, and coordinate services as needed.
• Receive, organize, and process vendor invoices; coordinate with Finance for approvals and timely payments.
• Track office-related expenses and subscriptions, ensuring renewals and invoices are correctly documented.
• Coordinate logistics for meetings, internal events, trainings, and international visits.
• Assist in preparing simple operational reports and tracking internal workflows.

Vendor & Facilities Coordination:

• Serve as the point of contact for vendors, coordinating issue resolution, service schedules, and contract updates with vendors.
• Monitor service quality and escalate issues to management as needed.

Office Support:

• Support HR with administrative tasks like documentation, coworking/vendors coordination, inventory, office supplies, and general requests.
• Coordinate delivery, maintenance and replacement of laptops, accessories, and software licenses with the local IT and procurement teams.
• Escalate technical issues to IT teams or external vendors and ensure follow-up.

Compliance:

• Support operational compliance by maintaining updated internal documentation and following global/local processes.
• Assist in internal or vendor-related audits by gathering non-confidential files and administrative records.
• Keep office documentation organized and easily accessible.