Operations Assistant at Riana Group

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.