Operations Assistant

The Operations Assistant is an entry-level office position designed to directly support the Operations Supervisor at JSB's Soesdyke location. The primary purpose of this role is to transform daily field operational activities—including equipment and truck movements, site progress, materials, manpower/attendance, deliveries, and fuel—into accurate, high-quality, on-time digital reports and current trackers. Operating within a fast-paced construction, equipment, and logistics environment, the Operations Assistant serves as a crucial administrative bridge between field activities and management decision-making.

• Education: A minimum of five (5) CXC / CSEC passes including English A and Mathematics. A Certificate or Diploma in Office Administration, Business, Information Technology, or a related field is advantageous.

• Experience: 0–2 years of experience in an office, clerical, or operations support role. School-leavers and recent graduates with strong computer skills and a positive attitude are eligible (software training provided on the job).

• Computer Literacy: Strong confidence using computers and smartphones—typing, email, WhatsApp, and proficiency in basic Google Sheets / Excel (data entry, simple formulas, sorting, filtering, folder organization).

• Field & Construction Knowledge: Basic operational understanding of field and construction activities (heavy equipment, trucks, building materials, site work) to ensure accurate interpretation and reporting of field data.

• Office & Admin Skills: Understanding of basic office routines including record keeping, digital filing, phone etiquette, and simple form preparation.

• Personal Qualities: Highly reliable, punctual, organized, detail-oriented, and able to work calmly and effectively under supervision in a busy office environment.

• Availability & Eligibility: Guyanese citizen or legally eligible to work in Guyana; police clearance and two professional/academic references required; available to work 26 days/month (Monday to Saturday, 8:00 AM – 5:00 PM) at Soesdyke.

A. DAILY DIGITAL REPORTING & DATA COLLECTION

• Prepare daily operations reports in the required formats covering equipment and vehicle activity, site progress, materials received and utilized, manpower/attendance, deliveries, and fuel.

• Gather raw operational data daily from site/yard logs, supervisor/foreman call-ins, WhatsApp updates, timesheets, and delivery notes.

• Verify all collected information for accuracy and completeness before submission; chase missing data from responsible field staff and immediately flag discrepancies.

• Submit finalized daily reports by agreed cut-off times and maintain an accurate submission log.

B. COMPANY SOFTWARE & DIGITAL RECORDS MAINTENANCE

• Maintain and update the company project management tool (tasks, status, due dates, assigned personnel, notes, and attachments) as instructed by the Operations Supervisor.

• Update Google Sheets trackers (attendance, equipment hours, fuel, materials, job progress, and follow-up lists) ensuring data is never more than one working day out of date.

• Organize and file digital documents—including delivery notes, timesheets, inspection forms, checklists, and site photos—in designated Google Drive folders using prescribed naming conventions.

• Learn new software applications introduced by the company and assist other staff with accurate data entry.

C. OFFICE & ADMINISTRATIVE SUPPORT TO OPERATIONS SUPERVISOR

• Prepare daily task lists, dispatch sheets, job cards, and operational forms as directed.

• Take accurate notes at operations meetings and safety toolbox talks; type up, distribute, and follow up on assigned action items.

• Draft routine correspondence, memos, notices, and internal forms for the Operations Supervisor's review and approval.

• Answer incoming calls and messages to the operations office, recording clear messages and routing them promptly.

• Maintain a clean, organized, and professional operations office, filing system, and notice boards.

• Coordinate and manage the Operations team appraisal process: schedule appraisal appointments between the Operations Manager and staff, send reminders, track progress via Cerebo, and follow up to ensure 100% completion within the appraisal window.

D. FIELD & SITE COORDINATION

• Relay instructions from the Operations Supervisor to foremen, drivers, operators, and yard personnel, confirming receipt and comprehension.

• Gather field updates via phone, WhatsApp, and short physical visits to the yard or job sites to verify operational status and capture site photos.

• Apply basic knowledge of field operations, equipment, materials, and site safety practices to ensure records make sense and operational issues are clearly reported.

E. FOLLOW-UP, COMMUNICATION & CONDUCT

• Maintain a daily follow-up list of pending reports, documents, and operational issues, closing them out within agreed timelines.

• Communicate professionally and respectfully with internal staff, drivers, operators, suppliers, and clients.

• Maintain strict confidentiality regarding operational, personnel, and customer data, complying fully with company policies, HSE rules, and the Code of Conduct.

• Demonstrate exemplary attendance and punctuality to ensure seamless daily reporting operations.