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 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