Operations Executive

Operations Executive:

Based in Cape Town, South Africa (Remote)

The Role in a Nutshell

If you love structure, systems, and making things run like clockwork, this role is for you. We're looking for an organised, tech-savvy Operations Executive who thrives on bringing order to chaos — the kind of person who gets genuine satisfaction from a perfect spreadsheet, a tidy CRM, or a beautifully streamlined process.

You'll sit at the heart of the operation, supporting multiple teams and joint venture partners to stay connected, compliant, and efficient. Think of yourself as the behind-the-scenes engine that keeps everything moving forward smoothly.

What You'll Do

Systems & Data Management

• Keep our CRM (HubSpot) running like a dream — from optimising workflows and automation rules to tidying up data and reports.
• Manage user access, permissions, and data quality checks.
• Spot and fix errors before anyone else even notices them.
• Test new system upgrades and integrations — then document your findings like a pro.
• Maintain data dictionaries and field maps so everything makes sense to everyone.

Process & Governance Support

• Keep leadership and project actions on track (and gently remind people when they're not ).
• Manage document version control, templates, and SOPs — so we always know which is the latest version.
• Support licence and supplier management — including renewals, logs, and compliance training.
• Help prepare for audits and internal reviews (you'll make sure everything's buttoned up).

Partner Coordination & Communication

• Keep contact lists, comms, and community updates organised and current.
• Support internal events and initiatives that connect our teams and partners.
• Offer light-touch support on systems, training, and reporting setups for joint ventures.
• Help standardise templates and documentation across all teams.

Reporting & Admin

• Pull together clear, insightful reports and dashboards for leadership — the kind that make data actually useful.
• Manage our central SharePoint and filing systems.
• Coordinate day-to-day admin like holiday trackers, supplier lists, and staff directories.

Continuous Improvement

• Spot inefficiencies and think, "We can automate that" — then help make it happen.
• Create easy-to-follow guides and onboarding packs.
• Support documentation and process mapping projects to make scaling smoother and smarter.

What You Bring

• Experience with HubSpot, Salesforce, Zoho, or similar CRMs.
• Solid Excel and reporting skills — you know your way around a pivot table.
• A background in operations, admin, or process support across multiple teams.
• Comfortable with tools like Jira, Asana, or
• Excellent written and verbal communication — you can summarise a meeting and write a killer SOP.
• A calm, methodical approach and a love for well-run systems.

Bonus Points If You Have

• Worked with UK or EU-based teams before.
• Some experience in financial services or compliance.
• A curiosity for AI tools like ChatGPT, Zapier, or Make — and a knack for finding clever ways to automate the boring stuff.

Who You Are

• Conscientious & Process-Minded – You love a good system and can spot inconsistencies from a mile away.
• Organised & Detail-Driven – You're the one everyone trusts to know where things are and what's next.
• Tech-Curious (but Patient) – You enjoy learning new tools and troubleshooting without tearing your hair out.
• Collaborative & Self-Sufficient – You're great at communicating, but also happy to get things done solo.
• Low-Ego & Support-Oriented – You take pride in enabling others to shine.

In short:

You're the glue that holds everything together - calm under pressure, meticulous with details, and motivated by making systems (and people) work better.