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Operations Administrator

Set Consulting

Gauteng

On-site

ZAR 200,000 - 300,000

Full time

4 days ago
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Job summary

A leading company is looking for an Operations Administrator to manage contractor billing and ensure financial accuracy. The successful candidate will act as a liaison between contractors and the finance department, focusing on invoice management and administrative support. Ideal applicants will be detail-oriented with a proven background in operations support, proficient in Microsoft Office and accounting systems.

Qualifications

  • Minimum of 1 year in administrative or operations support role.
  • Proven experience in a billing or financial support role.
  • Ability to manage multiple tasks in a fast-paced environment.

Responsibilities

  • Serve as the main point of contact for contractors regarding billing inquiries.
  • Ensure accuracy of all invoices and manage discrepancies.
  • Provide daily administrative support to the Operations team.

Skills

Attention to detail
Problem-solving
Communication
Organization
Time management

Education

Grade 12 with Accounting
Qualification in Business Administration

Tools

Microsoft Excel
Microsoft Word
Accpac

Job description

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 :
  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.
  • 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.
  1. 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.
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