Job Description
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Job Title:  Operational Assistant
Req Id:  2599
Posting Start Date:  5/27/26

HGS is a global provider of technology, AI, and business services that helps organizations transform with confidence. At HGS, we combine technology, AI, and human expertise to deliver Intelligent Experiences that drive growth and transformation. Our strong foundation in CX enables us to create impactful solutions across industries. Through our Realized AI approach, we deliver practical innovation with measurable outcomes. Part of the multi-billion-dollar Hinduja Group, HGS takes a “globally local” approach with 18,000+ employees across 10 countries and 30 delivery centers.”

Job Description: 

The Operational Assistant provides administrative and coordination support to the operations teams of Event Services Australia (ESA) and ACE Security. The role focuses on managing operational inboxes, supporting rostering activities, assisting with shift confirmations, and ensuring operational communications are handled efficiently.

This position requires strong organisational skills, clear communication, and the ability to manage multiple operational systems simultaneously.

 

Key Responsibilities

Operational Coordination

  • Monitor and manage operational inboxes, categorising and allocating enquiries to the appropriate team members.

  • Assist with staff cancellations and ensure relevant teams are notified promptly.

  • Provide phone coverage via the VOIP system to handle general operational enquiries.

Roster and Staffing Support

  • Conduct staff shift confirmation follow-ups via text message or phone calls.

  • Support operations staff in confirming attendance for upcoming shifts.

  • Export rosters from Guardhouse and maintain operational roster documents as required.

Staffing and Data Audits

  • Conduct staffing audits within Guardhouse to ensure roster accuracy.

  • Identify missing staff details, compliance gaps, or roster inconsistencies and escalate as required.

ESA Responsibilities

  • Manage operational inboxes and general enquiries.

  • Assist with staff cancellation management.

  • Conduct staffing audits within Guardhouse.

  • Export and maintain roster documentation for operational use.

ACE Responsibilities

  • Manage operational inboxes and general enquiries.

  • Assist with staff cancellation management.

  • Provide phone coverage for operational enquiries.

  • Conduct shift confirmation follow-ups via phone or text messaging.

Systems and Platforms Used

  • Guardhouse (rostering and workforce management system)

  • Microsoft 365

  • Monday.com

  • MightTXT (SMS communication platform)

  • VOIP Phone System

  • Google Docs / Google Sheets

HGS is an equal opportunity employer committed to fostering diversity, equity, and inclusion. We do not discriminate based on race, ethnicity, religion, gender, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable law. We believe a diverse workforce drives innovation and helps us better understand and serve our global customers and communities.

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