Back Office Operations

Back Office Operations Assistant (English Communication Preferred)

About the Role:

We are looking for a detail-oriented and proactive Back Office Operations Assistant to support our day-to-day administrative and operational processes. This role is ideal for someone who enjoys structured work, takes pride in accuracy, and understands that operational excellence comes from both completing tasks efficiently and continuously improving how work gets done.

We are not looking for someone who simply follows instructions. We want someone who learns the underlying business processes, identifies inconsistencies or risks, asks questions when something doesn't seem right, and actively contributes ideas to improve efficiency and reliability.

Key Responsibilities

Administrative & Operational Support

• Complete recurring back-office tasks accurately and efficiently.

• Perform data entry, record maintenance, document verification, and file organisation.

• Update and maintain CRM records and databases.

• Process orders and operational requests in a timely manner.

• Prepare reports and support operational documentation.

Process Management & Quality Control

• Ensure data accuracy and consistency across systems and records.

• Identify missing information, duplicate entries, process gaps, or unusual requests.

• Escalate issues and seek clarification when required rather than making assumptions.

• Maintain organized records and documentation to support business operations.

• Follow established processes while contributing ideas for improvement.

Continuous Improvement

• Develop a strong understanding of business processes and workflows.

• Look for opportunities to improve accuracy, efficiency, and reliability in recurring tasks.

• Support process optimization initiatives and operational best practices.

• Take ownership of assigned responsibilities and proactively flag potential issues.

 Required Skills & Experience:

Must-Have

• Hands-on experience using HubSpot CRM.

• Strong written English communication skills.

• Experience working with UK-based teams and/or customers.

• Good Microsoft Excel skills, including data management and reporting.

• Strong attention to detail and commitment to accuracy.

• Experience in back-office administration, operations support, data entry, or process-driven administrative roles.

• Confidence to question unclear, incomplete, or unusual instructions.

• Strong organizational and time management skills.

• Ability to manage repetitive tasks while maintaining high levels of focus and accuracy.

• Proactive mindset with the ability to identify and escalate issues early.

• Reliable, accountable, and capable of working independently.

Preferred Attributes

• Process-oriented thinker with a problem-solving mindset.

• Comfortable handling multiple recurring tasks and priorities.

• Ability to learn new systems and business processes quickly.

• Continuous improvement mindset with a focus on operational excellence.

Why Join Us?

• Play a key role in supporting critical business operations and ensuring smooth day-to-day processes.

• Gain exposure to international business operations and collaborate with UK-based stakeholders.

• Contribute to process improvements that enhance efficiency, accuracy, and operational excellence.

• Take ownership of meaningful responsibilities that directly support customer success and business growth.

• Work in a collaborative environment that values initiative, problem-solving, and continuous improvement.

• It is a Full Time Back Office / Data Entry job for candidates with 3 - 5 years of experience.