Operations Administrator

Lalu; Wes-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Lalu in Cape Town is seeking an Operations Administrator to provide administrative and operational support across multiple teams on-site. You will help maintain accurate data records, support report processing, and manage inbox communications with external customers.

The role requires strong attention to detail, clear written and verbal communication, and the ability to juggle diverse tasks while upholding data protection and service standards.

Qualifications

• Experience with data capture and record-keeping in a corporate setting.
• Ability to process reports and maintain data accuracy.
• Strong written and verbal communication with external stakeholders.
• Experience supporting inbox management and cross‑team coordination.

Responsibilities

• Capture, update, and maintain data across internal systems.
• Process requests and log tasks for processing.
• Perform data validation to ensure completeness and accuracy.
• Monitor queues and prioritize items based on operational needs.
• Maintain organised digital records and support reporting.

Skills

Data entry

Data validation

Customer communication

Inbox management

Cross-team collaboration

Job description

OPERATIONS ADMINISTRATOR - Cape Town/On-Site

About the Company

Lalu is the next-generation AI health data platform connecting healthcare, businesses and consumers for the consented flow of curated health data. Founded in 2017, Lalu was created with a simple belief: health data should be easier to access, understand and use. Today, our platform helps organisations deliver better outcomes using trusted health information while ensuring individuals remain at the centre of every interaction. Through our service lines - Lalu Care, Lalu Hub and Lalu Me - we are transforming how health data is accessed, shared and understood.

Job Overview

The Operations Administrator provides administrative and operational support across multiple teams within the organisation. The role focuses on maintaining accurate data records, supporting report processing, managing communications with external customers, and assisting with shared inbox management and operational tasks.

This position requires strong attention to detail, excellent written and verbal communication skills, and the ability to manage a variety of tasks across teams. The successful candidate will support core operational activities including data management, processing tasks, case administration, inbox management, and customer communication while ensuring high standards of accuracy, compliance, and service delivery.

The Role

Title: Operations Administrator

Division: Group

Reports To: Clinical Operations Manager

Banding: Band 1

Location & Term: Cape Town; Full-time (Monday - Friday; Permanent; On-site)

Key Responsibilities:

• Accurately capture, update, and maintain data within internal systems and case management platforms.
• Process incoming requests, records, or operational tasks, ensuring they are correctly logged and directed for processing.
• Perform routine data validation checks to ensure completeness, accuracy, and consistency of information.
• Maintain organised and up-to-date digital records to support operational workflows.
• Monitor incoming requests or task queues and prioritise items based on operational requirements.
• Update internal systems with task progress, communications, and operational updates.
• Support the processing of reports, documentation, or system updates as required.
• Escalate missing information, discrepancies, or delays to the relevant teams to ensure timely task completion.
• Ensure all data is handled securely and in accordance with company data protection policies and internal standards.

Customer & External Communication

• Communicate professionally with external stakeholders via email and phone where required.
• Respond to queries, requests for information, or follow-ups in a timely and professional manner.
• Maintain clear and accurate records of all communications within internal systems.
• Manage inbound phone calls from customers, healthcare providers, and other external stakeholders in a professional and courteous manner.
• Provide first-line customer support by responding to general queries, providing updates, and directing calls to the appropriate internal teams where required.
• Make outbound “chaser” calls to healthcare providers, customers, or partners to follow up on outstanding information, documentation, or case progress.
• Conduct outbound administrative calls to support operational processes such as confirming information, requesting updates, or verifying documentation.
• Ensure all calls are handled in accordance with company service standards, maintaining a professional and customer-focused approach at all times.
• Accurately record call notes, outcomes, and actions within internal systems to maintain clear case histories.
• Escalate complex queries, complaints, or operational issues to the appropriate teams or managers where required.

Inbox & Administrative Management

• Monitor and manage shared team inboxes, ensuring messages are filtered, prioritised, and responded to appropriately.
• Escalate queries or requests to the relevant teams where required.
• Maintain organised inbox management to ensure efficient handling of incoming communications.
• Assist with general administrative tasks including document management, data filing, and maintaining organised digital records.
• Support the preparation and organisation of operational documentation, reports, or internal records.
• Assist with routine administrative activities such as updating trackers, maintaining logs, and supporting internal reporting.
• Provide general administrative support to teams as required to ensure day-to-day operational tasks run smoothly.

Cross-Team Operational Support

• Work collaboratively with internal teams to ensure tasks and operational requests are completed efficiently and accurately.
• Communicate effectively with colleagues across departments to coordinate tasks, resolve issues, and support smooth workflow delivery.
• Share relevant updates, information, or feedback with internal teams to ensure alignment on operational activities.
• Escalate operational challenges, delays, or system issues to the appropriate teams or managers where necessary.
• Support cross-functional initiatives by assisting teams during periods of high demand or when additional operational support is required.
• Participate in team meetings and discussions to support collaboration, knowledge sharing, and continuous improvement across the business.

Data Quality, Compliance & Process Support

• Maintain high levels of data accuracy and attention to detail in all tasks.
• Follow internal processes and standards to ensure consistency and compliance.
• Support audit readiness by maintaining clear and accurate records of data and communications.
• Assist in identifying opportunities to improve administrative workflows and operational efficiency.
• Document processes or updates where required to support operational consistency.
• Identify opportunities to improve administrative processes and operational efficiency.
• Highlight recurring issues or workflow challenges to relevant team leads.
• Participate in team discussions and initiatives aimed at improving service delivery and operational performance.