Operations Assistant

“You don’t build a business, you build people, and then those people build the business.” Zig Ziglar

✍️ Job Description
Full-time: 12 PM – 8 PM PHT or Split Shift: AM hours + 4 PM – 8 PM PHT
Work From Home

₱36,000.00 per month + Bonus + Unlimited Holiday + Family-First Always + Benefits

Oi, join a company with an award-winning culture. (You’ll never want to leave)

Hi, we’re Oi, (Outside Ideas), and we’re looking for someone who’s going to play a big part in our growth story.
We’re an international family of 8, who punch well above our weight from a Marketing, Sales, and Operational perspective. We need help transforming our growing start-up into an industry-leading business support organisation.

This is a new role for Oi, created due to rapid growth in the past 6 months. The Ops Assistant will play a crucial role in preparing us for the explosive growth we anticipate in the next 12 months and beyond. We see the Ops Assistant as the oil that keeps our engine running smoothly and the glue that holds us together. Yep, you will be that important to us…

🌟 About Us
We’re an entrepreneurial business support organisation that runs Networking events (Networking In), Mastermind Groups (Mastermind9), and Business Coaching (Outside Ideas) for small business owners. We’re on a mission to help people and businesses grow.

💎 About You
You’re a “people person.” You have a natural ability to connect with others and provide top-notch customer service, whether for customers or team members. You take pride in attention to detail, have a fantastic memory, and are adept at multitasking. You’re a proactive problem-solver and a “finisher” who doesn’t stop until the job is done (and done well).
You love learning—whether it’s new software, operational improvements, or developing your personal skills. Personal and professional development is important to you, and you’re driven to excel.

🎓 Your Skills and Experience
You’ve probably worked in admin, project management, or assistant roles, but you’re ready for a role that will fully utilise your skills and allow you to make a meaningful difference.
As the successful candidate, you’ll enjoy a full-time, work-from-home (contractor) role with incredible flexibility and benefits, including unlimited paid holidays and a company culture that’s second to none. Our motto is Family First, Always, and as our Operations Assistant, you’ll be fully supported in prioritising your family when needed.

👫 Why You’d Want to Work with Us
We work hard to balance work and life. Our motto is Family First, Always. If you need to be with your family, it’s more important than work—just drop what you’re doing and go. You’ll be paid for every UK and South African bank holiday, plus unlimited holiday within reason.
You’ll be paid as a contractor on a self-employed basis, invoicing us for your time. We’ll pay the full amount (no tax taken), and you’ll be responsible for your own tax and insurance. Payments will be made through Remitly at the end of each month.

🤝 The Role
To succeed with us, you’ll need to be tech-savvy, detail-oriented, and ready to tackle various operational tasks. Your role will be dynamic and hands-on, supporting our team in enhancing our operational efficiencies and creating a well-organised foundation for growth.

👉 Responsibilities

Process Optimisation: Enhance workflows, pinpoint bottlenecks, and drive efficiency across departments for seamless operations.

Systems & CRM Management: Implement, maintain, and troubleshoot systems like CRMs and project management tools to support team collaboration.

Website Management: Oversee website content, including content uploads, page creation, and front-end maintenance, ensuring a seamless online experience.

Data Collection & Reporting: Collect and analyse operational data, generating insights to support strategic decisions and enhance processes.

Budget & Accounts Management: Oversee budgets, client payments, and accounts to ensure smooth financial operations.

Project & Event Management Support: Coordinate internal events and contribute to larger projects, supporting successful execution.

Data Research & Lead Generation: Conduct research to uncover potential leads, compile data, and contribute to business development initiatives.

IT & Infrastructure Oversight: Oversee daily tech tools and systems, troubleshooting as needed to maintain operational stability.

Intranet Management: Update and maintain the internal Oi Intranet for the team.

Cross-Functional Support: Assist the sales and marketing team with campaign-related tasks, automations and back-end support.

Customer Support: Manage client inquiries, resolve complaints, and uphold high levels of customer satisfaction and service.

Vendor & Supplier Management: Negotiate contracts, manage supplier relationships, and handle logistics to secure optimal support for business needs.

Compliance & Documentation: Ensure compliance with legal and regulatory requirements, maintaining up-to-date policies, procedures, and secure document storage.

Diary & Schedule Management: Organise and manage team or executive appointments, meetings, and calendars for optimal efficiency.

Personal Development: Commit to continuous learning and development both on-the-job and through external opportunities, staying updated on industry trends and best practices.

Ambassador for the Brand: Represent and promote the business enthusiastically, embodying our values and fostering brand loyalty at every opportunity.

📚 Training and Development
If you have skill gaps, we’ll help you fill them. To succeed with us, you’ll need a growth mindset and an eagerness to learn from a variety of resources.

🫶 Our Values
We believe that a strong culture is the foundation of every successful organisation:

Growth Mindset – Constant development for our people and clients.

Relationships – Built on trust with our team, clients, and suppliers.

Ownership – We take responsibility and support each other.

Wellbeing & Family First – Family always comes first.

Trust & Honesty – Integrity in all we do.

Happiness & Fulfilment – We value life beyond work.

If these values resonate, we’d love to hear from you!

🫶 Requirements

Excellent interpersonal skills and an ability to build strong relationships.

Proactive “I’ll work it out” attitude.

Keen attention to detail and a high standard of accuracy.

Tech-savvy and able to learn new platforms quickly

Strong understanding of software and CRM systems.

Experience managing projects from start to finish.

Advanced Google Sheets/Excel and word processing skills.

First-class grammar and numeracy.

Ability to work independently from home with reliable equipment and a high-speed internet connection.

 

💬 A Word From Our Team

“Working with Oi for the last 2.5 years has been my best career decision ever! The company offers tremendous opportunities for personal and professional growth, with a culture that encourages continuous learning and development. Peter and Sarah are exceptional leaders – caring, innovative, and understanding. The support and mentorship I’ve received have significantly enhanced my skills and confidence, making Oi an outstanding place to grow my career.” – Laura Ayienga (Marketing Manager)

 

“Having worked in multiple roles and industries over the past 10 years, I can confidently say that working at Outside Ideas is by far the best job I’ve ever had. The entire team genuinely lives by our values, and Pete and Sarah are incredible leaders who set a fantastic example. Your hard work is not only openly recognised, but rewarded and celebrated, making you feel truly appreciated. Family always comes first, and we’re given the time and space to prioritise our loved ones and mental health. There’s a strong emphasis on personal and professional growth. You won’t be micromanaged and you won’t burn out. Instead, you receive the support and guidance to own your role, implement new ideas and shape the future direction of the company. If you want to be part of a team where you can grow and feel valued, Outside Ideas is the perfect place to be.” – Robyn Smuts (Operations Manager)

 

🗂️ The Process

“Find a job you love, and you will never have to work a day in your life.” Confucius

Thanks for getting this far. It means a lot to know that you liked the sound of our job so much that you got to the bottom. If you did, you have a distinct advantage. We’re looking for someone who’s absolutely passionate about helping us grow. As such, we’d like you to write a short cover letter about why you’d like to work with us. If you do, you’ll be automatically short-listed for the next stage. Once we have a shortlist, here’s what you can expect.

 

1.)  Apply with
a) CV
b) A tailored cover letter (It doesn’t have to be long, but failure to include a tailored cover letter will result in immediate rejection).
c) A 2-minute video answering 3 questions
– introducing yourself
– tell us what skills the successful candidate will have
– tell us why you’re the right person for this role

2.)  Successful shortlisted applications will be contacted for a 15-minute phone call with the Operations Manager.

3.)  Interview 1 – Online interview with the Operations Manager & Marketing Manager.

4.)  Final Zoom interview with Managing Director and Operations Manager

We really look forward to receiving your application.

Team Oi