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
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