Operations Assistant

RIANA Group is a leading business technology solutions company in Kenya and Africa, providing innovative solutions to clients in various industries, including healthcare, finance, education, hospitality and real estate. We are passionate about helping organizations enhance their operations and achieve their goals through innovative solutions in electronic security, queue management, customer experience, and visitor management.

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.