Operations Assistant At Workium

Workium is an international recruitment, staffing and employment-services company operating across the UK and Nigeria. Our operations are managed through a centralized CRM where we manage the backend activities of our individual users, partner agencies, candidates and business operations.

We are looking for a highly organized and detail-oriented Operations Assistant to manage and maintain the day-to-day activities within our CRM and ensure that backend workflows are completed accurately and efficiently.

This is a systems and operations role, not a traditional administrative position. The successful candidate will spend a significant part of their day working inside Workium's CRM, processing requests, updating records, managing workflows, reviewing information, coordinating activities and ensuring that nothing gets stuck or overlooked.

Key Responsibilities

CRM & Backend Operations

• Manage Workium's CRM on a daily basis.
• Process and update activities relating to individual users, candidates, agencies and business accounts.
• Create, update and maintain accurate user and agency records.
• Monitor application and workflow stages and ensure records are moved to the appropriate stages.
• Process backend requests and operational tasks submitted through the CRM.
• Review information submitted by users and agencies and identify missing or inconsistent information.
• Upload and organize relevant documents and records.
• Ensure CRM information remains accurate, complete and up to date.
• Monitor pending tasks, outstanding requirements and operational activities.
• Escalate issues that require management or specialist intervention.

Candidate Operations

• Manage candidate records and backend activities within the CRM.
• Process candidate applications and update their status as they progress.
• Review submitted candidate information and documentation.
• Ensure required information and documents are properly recorded.
• Coordinate the movement of candidates through the appropriate internal workflow.
• Track pending candidate actions, documentation, payments and other requirements.
• Ensure candidates receive the appropriate updates or that matters requiring communication are escalated to the relevant team.

Agency Operations

• Manage partner-agency records and activities within the CRM.
• Assist with agency onboarding and account setup.
• Process agency requests and backend submissions.
• Monitor agency activities and workflow compliance.
• Maintain accurate agency records and documentation.
• Track outstanding agency requirements, applications and operational matters.
• Escalate issues relating to agency accounts where necessary.

Business Operations

• Assist with backend activities relating to employers, businesses and job opportunities.
• Maintain business and employer records within the CRM.
• Process job and recruitment-related information.
• Assist with matching operational requirements between businesses, agencies and candidates.
• Ensure information is properly recorded and accessible to the relevant teams.
• Support the operational team with business-related CRM activities.

Payments & Operational Records

• Monitor payment-related activities and records within the CRM.
• Update relevant payment and invoice statuses.
• Identify outstanding payments and flag them to the appropriate team.
• Ensure payment-related records correspond correctly with candidate or agency accounts.
• Assist with operational reconciliation and record-keeping where required.

Documentation

• Upload, categorize and maintain documents within the CRM.
• Ensure documents are attached to the correct candidate, agency or business record.
• Check documents for completeness and obvious inconsistencies.
• Maintain accurate digital records.
• Ensure sensitive information is handled confidentially.

Monitoring & Quality Control

A major part of this role is making sure things do not fall through the cracks.

You will be expected to regularly monitor the CRM for:

• Pending applications
• Incomplete profiles
• Missing documents
• Outstanding operational tasks
• Delayed workflows
• Unresolved requests
• Incorrect records
• Payment-related issues
• Agency or candidate actions requiring follow-up

Where something is outside your authority, you should identify it, document it and escalate it promptly rather than allowing it to remain unresolved.

Communication

Although this is primarily a backend role, you will communicate regularly with candidates, agencies and internal team members.

This may include:

• Responding to operational enquiries
• Requesting missing information
• Providing status updates
• Following up on outstanding requirements
• Escalating complex matters
• Communicating internally regarding CRM activities

All communication must be professional, accurate and consistent with Workium's procedures.

What We're Looking For

We need someone who is:

• Extremely detail-oriented
• Highly organized
• Comfortable working with large amounts of information
• Naturally good at following processes
• Able to manage multiple workflows simultaneously
• Fast and accurate with data entry
• Comfortable learning new software
• Proactive in identifying problems
• Reliable and responsive
• Comfortable working independently
• Strong in written English
• Able to maintain confidentiality
• Good at prioritizing tasks

Previous experience in CRM administration, operations, recruitment operations, HR, customer support, data administration or a similar role is an advantage.

Technical Skills

Experience with any of the following is beneficial:

• CRM platforms
• Applicant Tracking Systems (ATS)
• Recruitment platforms
• Microsoft Excel / Google Sheets
• Google Workspace
• Document management systems
• Ticketing or workflow management systems
• AI-powered productivity tools