Operations Analyst: Process Mapping & Automation Lead

Whiteshield; United Arab Emirates; On-site; AED 180,000 - 240,000; Full time

Job summary

Whiteshield in the United Arab Emirates is seeking an analytical Operations Analyst to support a business-wide transformation programme. Reporting to the Chief Performance Officer, you will map how work is performed across the firm, then help standardise, automate and administer it on our core platforms.

You will collaborate with the Head of Operations and the operations team across finance, delivery and CRM systems, dashboards and HR, building a scalable operating model through documentation,

Qualifications

• Naturally curious with a desire to understand how organisations operate.

Responsibilities

• Lead the documentation of end-to-end business processes across operational and corporate functions.
• Conduct stakeholder interviews and workshops to understand current processes.
• Produce clear process maps, workflows and supporting documentation.
• Capture decision points, approvals, dependencies and system interactions.
• Build and maintain a central repository of operational processes and documentation.
• Identify inefficiencies, duplication, manual activities and operational risks.
• Design future-state, standardised workflows and, importantly, build them.
• Build no-code automations on the existing stack (Slack forms and workflows, Notion databases and templates) so processes run with less manual effort.
• Validate documentation and improvements with business leaders, and iterate.
• Own the day-to-day administration of Slack and Notion: channel architecture, permissions and access, structure, hygiene and user management.
• Maintain the Notion knowledge base as the single, well‑organised home for processes and documentation.
• Apply the permission and data-classification rules set by the Head of Operations.
• Act as first-line support for Slack, Notion and Claude, and drive adoption across teams through simple guides and hands‑on help.
• Maintain accurate operational data across Scoro, HubSpot and the staffing tracker, ensuring consistency between systems.
• Support resource planning by monitoring project allocations, utilisation and billability, ensuring staffing records accurately reflect delivery plans.
• Proactively identify and investigate discrepancies between planned allocations and recorded time, working with stakeholders to resolve issues and maintain governance.
• Monitor staffing compliance, highlighting allocation conflicts, capacity risks and data quality issues that may impact reporting or resource planning.
• Apply and maintain the shared project code structure to ensure consistency across projects, people, pipeline and time reporting.
• Prepare recurring operational KPI and utilisation reports, ensuring dashboard inputs are accurate, reconciled and up to date.
• Identify opportunities to improve data quality, reporting accuracy and operational governance through stronger processes and controls.
• Contribute to the rollout of new operational platforms and ways of working.
• Ensure documentation and data support future automation and a scalable operating model.
• Produce reports and insights to support operational decision‑making.

Skills

Analytical thinking

Attention to detail

Stakeholder management

Organised

Independent work

Process improvement

Tools

Slack

Notion

Claude

Scoro

HubSpot

Workable

Jira

Xero

Excel

Job description

Whiteshield in the United Arab Emirates is seeking an analytical Operations Analyst to support a business-wide transformation programme. Reporting to the Chief Performance Officer, you will map how work is performed across the firm, then help standardise, automate and administer it on our core platforms.

You will collaborate with the Head of Operations and the operations team across finance, delivery and CRM systems, dashboards and HR, building a scalable operating model through documentation,