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OPSFI is Hiring an Operations Assistant in CT | Hybrid Schedule

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We’re looking for a proactive and detail-oriented Operations Assistant to join our Operations team, working directly with the Head of Operations. This is an excellent opportunity to gain hands-on experience with the ‘behind-the-scenes’ activities that support the operational needs of an exciting and dynamic business while gaining exposure to clients across the globe, including startups, high-growth SMEs, investment funds, and companies in the exciting emerging tech and blockchain space.

In this role, you’ll provide day-to-day administrative, HR, and operational support across two areas of the business: the employee lifecycle (recruitment, onboarding, and ongoing HR administration) and broader business operations in support of the Head of Operations. This is a generalist support role that sits at the intersection of people and process – suited to someone organised, detail-oriented, and comfortable wearing multiple hats in a growing, fast-moving environment.

Your responsibilities will include, but not be limited to:

HR Administration

  • Coordinate and track the full onboarding process for new hires, including issuing and collecting completed onboarding packs (employee details forms, health questionnaires, personal details forms, bank confirmations, etc.)
  • Maintain accurate and up-to-date employee records in line with POPIA requirements
  • Track probation period start and end dates and flag upcoming reviews to management
  • Maintain leave records and assist with leave queries, ensuring alignment with BCEA entitlements
  • Support the coordination of background, credit, and reference checks for new candidates
  • Assist with drafting HR correspondence 

Recruitment Support

  • Screen and log incoming applications; coordinate interview scheduling
  • Liaise with candidates on logistics, assessment requirements, and feedback timelines
  • Maintain the applicant tracking pipeline and update status records

General Administration

  • Manage and update asset registers (e.g. IT equipment issued to employees)
  • Handle insurance-related admin, including maintaining asset lists and coordinating with brokers as required
  • Manage shared inboxes, calendars, and scheduling for the team
  • Assist with filing, document version control, and policy document management
  • Provide ad hoc administrative support to management as required

Operations Support

  • Provide day-to-day support to the Head of Operations across a range of business process and workflow tasks
  • Assist with tracking and following up on open action items, deadlines, and deliverables across operational workstreams
  • Help maintain and update internal process documentation, SOPs, and operational templates
  • Coordinate logistics for internal events, strategy sessions, and team meetings – including scheduling, agendas, and minute-taking where required
  • Support onboarding logistics for new clients or service engagements (document preparation, system setup coordination, communications)
  • Assist with vendor and supplier administration, including tracking invoices, maintaining contact lists, and following up on outstanding items
  • Monitor and maintain shared operational tools and trackers (e.g. project trackers, asset registers, insurance schedules)
  • Assist the Head of Operations with ad hoc research, reporting, and presentation preparation as required

Compliance & Statutory

  • Assist with basic UIF, PAYE, and payroll-adjacent admin in support of the payroll function (not primary responsibility)
  • Flag upcoming statutory deadlines or compliance requirements to management
  • Ensure HR-related documentation is complete, current, and stored securely 

Requirements

Minimum Qualifications & Requirements

  • Matric (Grade 12) – essential
  • Diploma or degree in Human Resources Management, Business Administration, or a related field – preferred
  • 1-2 years of experience in an administrative or HR support role – preferred; strong recent graduates will be considered
  • Proficiency in Microsoft Office (Word, Excel, Outlook) – essential
  • Exposure to Google Workspace (Docs, Sheets, Drive) – advantageous
  • Familiarity with South African labour legislation (BCEA, LRA, UIF, POPIA) at a foundational level – advantageous
  • Valid South African ID and right to work in South Africa – essential
  • Cape Town-based – essential

Personal Attributes

  • High attention to detail – this role handles sensitive personal and employment information
  • Professional in handling confidential data
  • Self-starter who can manage multiple tasks and deadlines without heavy supervision
  • Strong written and verbal communication skills
  • Comfortable working in a team environment
  • Proactive – spots gaps and addresses them rather than waiting to be told
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