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 problem-solving skills to manage queries and discrepancies effectively.
This role also provides essential administrative support to operational and financial processes.
Duties and Responsibilities :
- 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.
- Maintain accurate records of all invoice submissions, approvals, and queries.
- Assist with Order Entry (OE) creation as required.
- Facilitate IPOR (Internal Purchase Order Request) creation.
- Provide support for Change Management tasks as needed.
- Assist with equipment returns on Accpac.
- Support dispatch logistics as needed.
- Liaise effectively with contractors and internal departments (e.g., Technical, Installations, Finance) to resolve issues and ensure smooth operations.
- 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.
- 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.