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.