Administrative Operations Coordinator

Bebeeadministrative; Pretoria; On-site; ZAR 300 000 - 400 000; Full time

Job summary

A dynamic administrative firm in Pretoria seeks an Operational Support Specialist to provide critical support to the operations team. Responsibilities include managing the COO's calendar, coordinating across departments, and creating performance reports. Ideal candidates should exhibit strong organizational skills, excelling in Microsoft Excel, and demonstrate a proactive approach in a fast-paced environment.

Responsibilities

• Manage the COO's calendar, emails, meetings, and travel arrangements.
• Support the COO in developing operational workflows and SOPs.
• Create and update dashboards and performance reports.

Skills

Strong organizational and multitasking abilities

Excellent written and verbal communication skills

Advanced Microsoft Excel skills

Comfortable working across multiple operational functions

Analytical mindset with attention to detail

Ability to work independently and proactively

Tools

Microsoft Excel

Job description

Overview

Operational Support Specialist. We are seeking a highly organized and versatile professional to provide direct support to the operations team. This role requires a proactive individual who can manage executive administration, oversee operational processes, and develop reporting dashboards for smooth company performance.

Job Specification

Executive & Administrative Support

• Manage the COO's calendar, emails, meetings, and travel arrangements.
• Prepare agendas, take minutes, and follow up on action items.
• Handle confidential information with discretion.
• Maintain filing systems (digital and physical).

Operational Assistance

• Support the COO in developing, documenting, and testing operational workflows and SOPs.
• Coordinate with multiple departments (Logistics, IT, HR, Projects, Finance) to ensure tasks are completed on time.
• Assist with reporting and compliance tracking across teams.
• Monitor workflow effectiveness and suggest improvements.

Dashboarding & Reporting

• Create, maintain, and update dashboards and performance reports for operational and strategic decision making.
• Collect and analyze data from various teams and compile into actionable insights.
• Build advanced Excel reports (pivot tables, formulas, macros, data modeling).

Skills & Competencies

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Advanced Microsoft Excel skills (must be able to build dashboards, reports, and automated templates).
• Comfortable working across multiple operational functions.
• Analytical mindset with attention to detail.
• Ability to work independently and proactively.

This is an ideal role for someone who thrives in a fast-paced executive environment and ensures smooth day-to-day operations for the organization.