Operating Assistant Job Description and Responsibilities

An Operating Assistant provides practical administrative and operational support to ensure day to day activities run smoothly. This role suits candidates with strong organisational skills, attention to detail and an interest in supporting cross functional teams in an operations environment.

Operating Assistant Job Profile

The Operating Assistant supports operational workflows and administrative processes to maintain service levels and operational accuracy. The role focuses on coordinating routine tasks, maintaining accurate records and assisting with logistical and clerical activities that enable the wider team to meet objectives.

The purpose of the role is to reduce friction in daily operations by delivering timely administrative support, assisting with process adherence and providing a reliable point of contact for internal stakeholders.

Operating Assistant Job Description

An Operating Assistant performs a range of administrative and operational tasks within a business operations function. Typical duties include processing documentation, monitoring inventory and supplies, preparing routine reports and ensuring paperwork and records are accurate and accessible. The role operates within established procedures and escalation routes and contributes to continuous improvement by identifying recurring administrative issues.

The position requires regular interaction with colleagues across departments, handling enquiries, coordinating schedules and facilitating communication to support operational continuity. The Operating Assistant is expected to work with minimal supervision on routine matters and to escalate exceptions or complex issues to a manager or team lead.

Work is carried out in an office or operational setting with periods of focused administrative work and some tasks that require on the move coordination. The role may involve repetitive tasks and handling confidential information, and therefore demands consistent accuracy and sound judgement.

Operating Assistant: Duties and Responsibilities

• Provide daily administrative support to operational teams, including filing, data entry and document distribution
• Process and track routine operational paperwork and forms to ensure completeness and compliance
• Coordinate schedules, meetings and simple logistics for team activities and small events
• Maintain accurate records of inventory, supplies and equipment and raise requisitions as required
• Prepare standard reports and summaries of operational metrics for review by supervisors
• Receive and direct incoming enquiries, escalating issues to the appropriate contacts
• Liaise with internal teams and external suppliers for routine operational coordination
• Support basic invoice and purchase order processing in line with established procedures
• Carry out regular checks and audits of documentation, identifying and resolving discrepancies
• Maintain and update filing systems, both electronic and paper based, to ensure information is retrievable
• Assist with onboarding administration for new staff and basic induction arrangements
• Support health, safety and compliance checks by maintaining logs and completing routine checklists
• Assist with simple project tasks and follow up on action items to ensure completion
• Provide cover for reception or front of house duties when required
• Contribute to process improvement suggestions to enhance operational efficiency

Operating Assistant: Requirements and Qualifications

• Level 2 or 3 qualification in business administration, operations or equivalent work experience
• At least one year of experience in an administrative or operations support role preferred
• Strong organisational skills with the ability to manage competing priorities and meet deadlines
• High level of accuracy and attention to detail in record keeping and data entry
• Good written and verbal communication skills for internal and external correspondence
• Basic numeracy and comfort handling routine financial documents such as invoices
• Proficiency with common office software and ability to learn internal systems quickly
• Ability to work independently on routine tasks and escalate non standard matters appropriately
• Customer focused approach with good interpersonal skills for stakeholder coordination
• Discretion and ability to handle confidential information professionally
• Flexible approach to duties and willingness to undertake occasional manual or site based tasks
• Problem solving mindset with a willingness to suggest practical improvements to processes