Capture, structure, and maintain SMB tasking in a centralised action tracker, including ownership, priorities, and deadlines.
Monitor progress of activities and follow up on outstanding actions to ensure timely delivery.
Prepare SMB meetings, including agenda development, coordination of inputs, and preparation of briefing materials.
Prepare reports and statements as requested by SMB Head.
Record meeting minutes and maintain decision and action logs.
Consolidate inputs from stakeholders into structured reports and operational summaries.
Provide the SMB Head with clear visibility of ongoing activities, risks, and bottlenecks.
Support the drafting of structured communications on behalf of SMB leadership.
Monitor adherence to established processes and flag inconsistencies, delays, or risks.
Maintain workforce trackers, including posts, vacancies, and hiring status.
Track recruitment-related actions including onboarding and follow up on status updates with relevant stakeholders.
Maintain financial tracking logs, including Purchase Requisitions (PRs), Purchase Orders (POs), invoices, and work confirmations.
Maintain ERM-related task trackers (including service requests, SNOW tickets, and R2R actions).
Consolidate data inputs for RM reporting.
Ensure ERM-related documentation is structured, current, and audit-ready.
Requirements
Minimum of A-levels (or equivalent), supplemented by relevant vocational qualification or professional experience in business administration, operational coordination, management support, or a related discipline.
Relevant professional experience may be considered in lieu of formal qualifications.
Minimum 3–5 years of relevant experience in administrative, coordination, or operational support roles within a structured environment.
Proven experience coordinating day-to-day operations within a structured, fast-paced, and high-volume environment, including maintaining action trackers and ensuring proactive follow-up on tasks, deliverables, and deadlines.
Proven experience supporting governance activities and leadership meetings, including agenda preparation, minutes, action logs, decision tracking, and coordination of briefing materials.
Demonstrated ability to prepare structured reports, operational summaries, dashboards, and professional correspondence to support leadership visibility and operational awareness.
Proven experience maintaining organised, traceable, and audit-ready documentation, including trackers, logs, and structured SharePoint repositories.
Strong proficiency in Microsoft Excel, including advanced tracker management, data consolidation, and reporting activities.
Proven experience structuring and maintaining SharePoint sites or similar collaboration platforms to support operational coordination, document control, workflow visibility, and information management.
Proven ability to coordinate effectively across multiple stakeholders and functions, support coordination of competing priorities under tight timelines, and maintain visibility across activities within a matrix environment without assuming decision-making authority or supervisory responsibilities.
Familiarity with service management principles and coordination of operational workflows within a structured environment.
Experience supporting financial or procurement tracking activities (e.g. PR/PO monitoring, invoice tracking, or reporting support) within a coordination function.
Relevant SharePoint certification or advanced SharePoint user experience.
Experience supporting reporting activities, dashboards, or briefing materials for leadership visibility.
Experience within an international, governmental, or defence environment is considered an advantage.