Operations Specialist (Remote - South Africa)

Zappy; Cape Town; Remote; ZAR 300 000 - 450 000; Full time

Job summary

A business process outsourcing firm is seeking a highly organized Operations Specialist to support key technology clients. This role involves overseeing daily operations, managing communication between teams, and ensuring timely task execution. The ideal candidate has 3-5 years of experience and excels in a fast-paced environment. This position is remote with flexibility for overlapping U.S. business hours.

Qualifications

• 3–5 years of experience in operations, project coordination, or account support.
• Ability to analyze data and identify trends.
• Strong attention to detail and a proactive approach.

Responsibilities

• Oversee daily workflows to ensure smooth delivery of services.
• Act as a liaison between internal teams and client stakeholders.
• Prepare reports summarizing activities and KPIs.

Skills

Exceptional organizational skills

Multitasking ability

Excellent spoken and written English

Proficiency with Google Workspace

Strong problem-solving abilities

Tools

Google Workspace

Excel/Sheets

CRMs

Project management platforms (Asana, Monday.com, Notion, ClickUp)

Job description

Operations Specialist

Location: Remote (with flexibility for overlapping U.S. business hours)

About the Role

Zappy BPO is seeking a highly organized and proactive Operations Specialist to support our key technology clients. This role sits at the heart of day-to-day operations — coordinating workflows, managing communication between internal teams and clients, and ensuring that all tasks are executed with precision and timeliness. The ideal candidate thrives in a fast-paced, structured environment and has a proven ability to manage competing priorities while maintaining exceptional attention to detail.

Key Responsibilities

• Oversee daily workflows to ensure smooth delivery of services and operational tasks.
• Track and update project timelines, deliverables, and task ownership in internal systems.
• Identify bottlenecks or risks early and communicate proactively to ensure on-time completion.

Client & Team Communication

• Act as a liaison between internal teams and client stakeholders to ensure alignment on priorities and deliverables.
• Manage inbound operational requests, triaging and routing tasks efficiently.
• Communicate status updates, progress reports, and key outcomes clearly and consistently.

Data Management & Reporting

• Maintain accurate operational data in platforms such as CRMs, project trackers, or TMS systems.
• Prepare daily or weekly reports summarizing activities, KPIs, and areas for improvement.
• Analyze operational metrics to identify trends, inefficiencies, or process opportunities.

Process Optimization & Quality Assurance

• Support the creation and refinement of SOPs to improve consistency and scalability.
• Audit workflows regularly to ensure compliance with quality and performance standards.
• Suggest process improvements to increase efficiency and reduce operational errors.

Cross-Functional Collaboration

• Work closely with team leads, quality, and training teams to ensure smooth handoffs and performance alignment.
• Coordinate with other departments (finance, HR, tech) as needed to resolve operational dependencies.
• Participate in recurring syncs and client meetings to maintain alignment across stakeholders.

Qualifications

• 3–5 years of experience in operations, project coordination, or account support (BPO, logistics, or tech environment preferred).
• Exceptional organizational and multitasking skills with strong attention to detail.
• Excellent spoken and written English; comfortable communicating with U.S.-based clients and cross-functional teams.
• Proficiency with tools like Google Workspace, Excel/Sheets, CRMs, and project management platforms (e.g., Asana, Monday.com, Notion, or ClickUp).
• Demonstrated ability to analyze data, identify patterns, and translate insights into action.
• Strong problem‑solving abilities and a “get it done” attitude in dynamic environments.

Preferred Attributes

• Prior experience supporting U.S.-based clients in logistics, technology, or service delivery environments.
• Familiarity with KPI tracking, process documentation, and continuous improvement practices.
• High level of accountability, ownership, and follow-through.
• A proactive communicator who anticipates needs before they become issues.
• Passion for operational excellence and supporting team success.