Business Operations Analyst

Business Operations & Growth Manager The Role We are looking for a high-energy, highly dependable Business Operations & Growth Manager who enjoys being at the centre of a fast-moving technology company. This is not a conventional administrative role. You will work across People Operations, Procurement, Finance Operations, Logistics and Commercial Support, helping make sure that the company has the people, equipment, suppliers and operational support needed to execute quickly. You will be someone the leadership team can trust to take ownership of important operational matters and make sure they actually get completed. At the same time, because we are a growing startup, you will have opportunities to participate in marketing activities, customer engagements, trade shows, and business development initiatives, giving you direct exposure to how the company grows commercially. What You Will Own 1. People & HR Operations — approximately 30% You will help create a professional and enjoyable employee experience from the moment someone joins the company. Employee Administration Own and maintain essential employee documentation, including: ● Preparing employment contracts and coordinating signatures. ● Maintaining organised employee records and documentation. ● Preparing onboarding and offboarding documentation. ● Tracking company equipment and assets issued to employees. ● Maintaining acknowledgement forms, policies and relevant manpower records. ● Coordinating probation confirmations, employment changes and other employee documentation. ● Supporting leave, benefits and other routine HR administration. ● Ensuring employee information and documentation remain accurate and up to date. ● Accountable for payroll and payslips administration. ● Be the brainpower behind potential grants we can apply for. Recruitment & Hiring Support Support our hiring process by: ● Coordinating candidate interviews. ● Communicating with candidates and recruiters. ● Maintaining recruitment trackers. ● Arranging interviews and assessments. ● Preparing offer documentation. ● Coordinating reference checks and pre-employment requirements. ● Supporting onboarding once candidates are hired. ● Gradually taking ownership of selected recruitment activities as experience grows. Culture & Employee Experience An important part of this role is helping make Groundup.ai a company people enjoy being part of. You will help: • Organise company town halls. • Coordinate team lunches, celebrations and bonding activities • Welcome new employees and help them integrate into the company. • Celebrate employee milestones and achievements. • Support internal communications. • Gather employee feedback and surface issues that leadership should know about. • Help create an energetic, connected, and positive working environment. Think of yourself as one of the culture champions of the company — someone who brings people together and helps maintain the energy and connectedness of the organisation as we grow. 2. Finance Operations, Procurement &Logistics — approximately 50% This is a major responsibility of the role. Finance Operations You will support the COO and Finance function with day-to-day financial operations, including: • Preparing supplier and vendor payments through the company's banking platform for management approval. • Processing employee reimbursements and business expenses. • Checking invoices and supporting documents before payments are submitted. • Matching invoices, purchase orders, and delivery documentation. • Maintaining an organised record of payments and supporting documents. • Tracking outstanding supplier invoices and payment deadlines. • Supporting monthly finance reconciliation and documentation. • Maintaining visibility over recurring operational expenses and subscriptions. • Helping ensure employees and suppliers are paid accurately and on time. You're not expected to approve payments independently. Your responsibility is to ensure each transaction is accurately prepared, properly documented, and ready for approval. Procurement Procurement is one of the most important parts of this role. You will become the accountable owner for ensuring the company can obtain the equipment, components, and services it needs — at the right quality, price, and time. Supplier Sourcing ● Continually identify and qualify alternative suppliers for key components and equipment. ● Avoid unnecessary dependency on a single supplier. ● Request and compare quotations. ● Maintain an organised supplier database. ● Evaluate suppliers based on price, quality, reliability, lead time, and service. ● Develop backup suppliers for business-critical items. Commercial Negotiation ● Negotiate pricing and commercial terms with suppliers. ● Negotiate volume discounts where appropriate. ● Review shipping costs and payment terms. ● Identify opportunities for cost savings. ● Benchmark suppliers regularly instead of automatically purchasing from incumbent vendors. ● Build strong supplier relationships while protecting the company's commercial interests. Purchasing & Planning ● Raise and track purchase requirements. ● Ensure required components are ordered sufficiently early. ● Monitor inventory requirements with the relevant technical teams. ● Maintain visibility over upcoming project requirements. ● Actively follow up on supplier commitments and delivery dates. ● Escalate potential shortages or delays before they affect customer projects. ● Maintain clear visibility of open purchase orders, lead times, and expected delivery dates. The objective is simple: Our teams should never discover at the last minute that an important component was not ordered, is unavailable, or will arrive too late. Logistics & Delivery Coordination Your responsibility does not end when something is ordered. You will also coordinate the journey from supplier to our team or customer, including: ● Tracking shipments and delivery schedules. ● Coordinating couriers, frei…