Operations Administrator

Position: Operations Administrator Department: Operations: Maintenance Reports To: Service Assurance Manager Job Purpose: The Operations Administrator plays a critical role in ensuring accurate and timely financial processing of contractor invoices. This position acts as the primary liaison between external contractors and the internal Finance department, managing the end-to-end billing cycle from invoice submission to payment approval. The successful candidate will be detail-oriented, proactive, and possess strong communication and problemsolving skills to manage queries and discrepancies effectively. This role also provides essential administrative support to operational and financial processes. Duties and Responsibilities: 1. Contractor Billing & Invoice Management • Serve as the main point of contact for contractors regarding billing inquiries and invoice submissions. • Receive, review, and verify all contractor invoices against approved installations and services. • Ensure all necessary ATP documents are submitted, reviewed, and approved alongside invoices. • Thoroughly check all invoices for accuracy, completeness, and adherence to contractual agreements. • Query and escalate any discrepancies, incorrect billing, or unapproved charges with contractors in a timely and professional manner. • Prepare and compile a consolidated list of approved invoices for submission to the Finance department for payment processing. • Maintain accurate records of all invoice submissions, approvals, and queries. 2. Financial & Operational Support • Assist with Order Entry (OE) creation as required. • Facilitate IPOR (Internal Purchase Order Request) creation. • Provide support for Change Management tasks as and when required. • Assist with equipment returns on Accpac. • Support dispatch logistics as needed. • Liaise effectively with contractors and various internal departments (e.g., Technical, Installations, Finance) to resolve issues and ensure smooth operations. • Compile and update technical contractual schedules. 3. Administration & Reporting • Manage day-to-day technical administration tasks. • Provide daily administrative support to the Operations team. • Maintain organized digital filing systems for all relevant documentation. • Generate reports on invoice status, outstanding queries, and contractor billing trends as required. Preferred Qualifications & Experience: • Grade 12 with Accounting (advantageous). • Qualification in Business Administration or related field (advantageous). • A minimum of 1 year in an administrative or operations support role in an office environment (essential) • Proven experience in a billing, administrative, or financial support role, preferably within a technical or project-based environment. • Strong understanding of invoicing processes and financial reconciliation. • Proficiency in Microsoft Office (Excel, Word, Gmail) and familiarity with accounting systems (Accpac) is advantageous. • Excellent written and verbal communication skills. • Exceptional attention to detail and accuracy. • Strong organizational and time management abilities. Key Competencies & Skills: • Strong organizational skills and attention to detail. • Ability to manage multiple tasks and priorities in a fast-paced environment. • Resilient and able to handle conflict resolution professionally. • A strong sense of responsibility and accountability. • Ability to work in a fast-paced, deadline-driven environment. • Ability to work under pressure and handle multiple priorities. • Attention to detail and strategic thinking. • Ability to manage multiple priorities, work independently, and as part of a team. • Proactive mindset with strong problem-solving abilities. • Customer service orientation.

Location: Midrand, ZA

Posted Date: 6/14/2025