Operations Administrator

SET Recruitment Consultants; Midrand; On-site; ZAR 24,000 - 36,000; Full time

Job summary

A leading recruitment consultancy is seeking an Operations Administrator to enhance financial processing and maintain contractor relations. This pivotal role requires robust organizational skills and experience in office administration to manage billing cycles. The successful candidate will ensure efficient communication among contractors and various internal teams while providing essential support to the operational processes.

Qualifications

• Minimum 1 year in an administrative or operations support role.
• Proven experience in billing or financial support roles.
• Strong understanding of invoicing processes and financial reconciliation.

Responsibilities

• Manage contractor billing inquiries and invoice submissions.
• Ensure invoices are accurate and check against contracts.
• Compile reports on invoice status and billing trends.

Skills

Attention to Detail

Problem Solving

Communication

Organizational Skills

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 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
• 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 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.

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.