Operations Administrator

Set Consulting; Gauteng; On-site; ZAR 200,000 - 300,000; Full time

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.