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

Generation Admin Ops Associate

At 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 & Responsibilities

Documentation & Operational Administration

• Maintain, update, and organize operational documents, trackers, templates, and internal records
• Support the documentation of standard operating procedures, workflows, and team processes
• Ensure that project, client, graduate, and alumni information is stored accurately and consistently
• Support internal knowledge management by keeping shared folders and resources up to date

Data Accuracy & Process Tracking

• Maintain accurate data across operational trackers, dashboards, CRM records, and reporting tools
• Monitor administrative task completion and flag missing, delayed, or inconsistent information
• Support regular data cleaning and quality checks across internal systems

Contracting & Invoicing Support

• Support the preparation and filing of contracts, Statements of Work, and related documentation
• Coordinate with Finance and internal teams to support invoicing and payment workflows
• Track the status of contracts, invoices, payment confirmations, and related follow-ups
• Ensure that the required documentation is complete before client-facing processes move forward

Business Development Support

• Assist with preparing and organizing sales resources, proposals, case studies, and reports
• Help maintain BD trackers and support follow-up documentation after employer conversations
• Coordinate administrative inputs needed for employer partnership development

Dashboard, Reporting & Insight Synthesis

• Support the preparation of dashboards, internal reports, and operational summaries
• Help synthesize data from trackers and team inputs into clear updates for internal stakeholders

Internal Coordination

• Liaise with BD, Talent, Finance, PM, and other relevant teams to support smooth operational flow
• Follow up on missing inputs and process dependencies
• Support meeting preparation, note-taking, action tracking, and post-meeting follow-up

Qualifications

Experience

• Minimum 1 year in administrative operations, business support, or programme administration
• Experience supporting remote or cross-functional teams
• Experience working with operational trackers, reports, dashboards, or CRM-style systems
• Experience supporting documentation, invoicing, contracting, or stakeholder coordination

Skills

• Strong organizational and administrative skills
• Excellent attention to detail and commitment to data accuracy
• Strong written communication and documentation skills
• Ability to synthesize operational information into clear updates and reports
• Ability to manage multiple tasks, deadlines, and stakeholder requests
• Comfortable working with spreadsheets, trackers, dashboards, and virtual collaboration tools
• Proficiency in shared doc systems (e.g., Microsoft SharePoint, Microsoft Office / Microsoft 365)

Preferred

• Experience in programme operations, recruitment, or B2B service delivery
• Familiarity with tools such as Asana and Salesforce
• Experience supporting sales enablement and employer engagement activities
• Exposure to financial processes such as invoicing, invoice tracking, and contract administration

Key Attributes

• Highly organized and detail-oriented
• Reliable, proactive, and process-driven
• Clear communicator with strong follow-through
• Comfortable working independently in a remote environment
• Able to identify gaps, flag risks, and suggest practical process improvements