Admin Operations Associate (6 Months Fixed-Term/Remote)

Admin Ops AssociateAt Generation, we believe in the power of employment to change lives. We are a global nonprofit organization that supports adults to achieve economic mobility through employment. Generation trains and places adult learners of all ages into careers that are otherwise inaccessible, working in partnership with governments, employers, and other system actors. To date, the network has 150,000+ graduates and 23,000+ employers across 50 professions and 17 countries.The Admin Ops Associate supports the operational coordination, documentation, reporting, and administrative processes of global employer partnership projects. The role focuses on maintaining accurate records, supporting contracting and invoicing workflows, assisting with B2B marketing project delivery, and ensuring that internal operational processes run smoothly and reliably.This is an execution-focused role that requires strong attention to detail, responsiveness, and the ability to coordinate across multiple internal stakeholders. The Admin Ops Contractor plays a key role in improving operational visibility, maintaining data accuracy, and enabling the wider team to deliver high-quality results.Key Accountabilities & ResponsibilitiesDocumentation & Operational AdministrationMaintain, update, and organize operational documents, trackers, templates, and internal recordsSupport the documentation of standard operating procedures, workflows, and team processesEnsure that project, client, graduate, and alumni information is stored accurately and consistentlySupport internal knowledge management by keeping shared folders and resources up to dateData Accuracy & Process TrackingMaintain accurate data across operational trackers, dashboards, CRM records, and reporting toolsMonitor administrative task completion and flag missing, delayed, or inconsistent informationSupport regular data cleaning and quality checks across internal systemsContracting & Invoicing SupportSupport the preparation and filing of contracts, Statements of Work, and related documentationCoordinate with Finance and internal teams to support invoicing and payment workflowsTrack the status of contracts, invoices, payment confirmations, and related follow-upsEnsure that the required documentation is complete before client-facing processes move forwardBusiness Development SupportAssist with preparing and organizing sales resources, proposals, case studies, and reportsHelp maintain BD trackers and support follow-up documentation after employer conversationsCoordinate administrative inputs needed for employer partnership developmentDashboard, Reporting & Insight SynthesisSupport the preparation of dashboards, internal reports, and operational summariesHelp synthesize data from trackers and team inputs into clear updates for internal stakeholdersInternal CoordinationLiaise with BD, Talent, Finance, PM, and other relevant teams to support smooth operational flowFollow up on missing inputs and process dependenciesSupport meeting preparation, note-taking, action tracking, and post-meeting follow-upQualificationsExperienceMinimum 1 year in administrative operations, business support, or programme administrationExperience supporting remote or cross-functional teamsExperience working with operational trackers, reports, dashboards, or CRM-style systemsExperience supporting documentation, invoicing, contracting, or stakeholder coordinationSkillsStrong organizational and administrative skillsExcellent attention to detail and commitment to data accuracyStrong written communication and documentation skillsAbility to synthesize operational information into clear updates and reportsAbility to manage multiple tasks, deadlines, and stakeholder requestsComfortable working with spreadsheets, trackers, dashboards, and virtual collaboration toolsProficiency in shared doc systems (e.g., Microsoft SharePoint, Microsoft Office / Microsoft 365)PreferredExperience in programme operations, recruitment, or B2B service deliveryFamiliarity with tools such as Asana and SalesforceExperience supporting sales enablement and employer engagement activitiesExposure to financial processes such as invoicing, invoice tracking, and contract administrationKey AttributesHighly organized and detail-orientedReliable, proactive, and process-drivenClear communicator with strong follow-throughComfortable working independently in a remote environmentAble to identify gaps, flag risks, and suggest practical process improvements