Operations Administrator

Role Purpose The Operations, Services & Maintenance Administrator is responsible for providing structured administrative, reporting, and coordination support across operational, service delivery, and maintenance functions. The role ensures that operational activities are properly documented, tracked, reported, and aligned with business standards, service agreements, and compliance requirements. This role is critical in maintaining control, visibility, and accountability across operations. Key Responsibilities 1. Operational Administration & Coordination Maintain structured operational records and documentation Track service schedules, maintenance logs, and compliance documentation Monitor completion of operational tasks and escalate delays Coordinate between operations teams, service providers, and management Ensure adherence to agreed SLAs and internal standards 2. Reporting & Data Management Compile daily, weekly, and monthly operational reports Maintain dashboards and trackers (service, maintenance, performance) Analyse operational data and highlight trends or risks Ensure accuracy and integrity of reporting data Prepare executive-ready summaries for management 3. Services & Maintenance Oversight Manage service diaries and maintenance schedules Obtain and track quotations (COA where applicable) Track contractor performance and service compliance Maintain asset registers and service records Ensure all documentation is properly filed and auditable 4. Documentation & Communication Draft professional internal and external communication Compile executive summaries Prepare structured PowerPoint presentations Maintain operational policies, procedures, and templates Record minutes of meetings and track action items 5. Compliance & Control Maintain structured filing systems (digital and physical) Ensure operational documentation aligns with compliance standards Track outstanding documentation and approvals Support audit preparation processes Key Performance Indicators (KPIs) Accuracy and timeliness of reports SLA compliance tracking accuracy Maintenance schedule adherence Documentation completeness Executive-level quality of presentations and summaries Responsiveness and follow-up discipline Minimum Qualifications Grade 12 (Matric) required Diploma or Certificate in Business Administration, Operations, or related field preferred Technical Skills (Non-Negotiable) Advanced Microsoft Office Skills: Excel (Advanced) Pivot tables VLOOKUP/XLOOKUP Conditional formatting Basic formulas and data analysis Dashboard creation PowerPoint (Advanced) Executive-level slide design Structured presentation building Data visualization Professional formatting standards Microsoft Word (Advanced) Report formatting Document structuring Templates Professional correspondence Core Competencies Strong Organisational Skills Ability to manage multiple service schedules High attention to detail Structured filing discipline Deadline driven Analytical Thinking Ability to interpret operational data Identify risks or gaps in reporting Provide insights, not just data Report Writing Skills Clear, structured, and professional writing style Ability to compile executive summaries Ability to simplify operational data for management Communication Skills Professional written and verbal communication Ability to liaise with contractors and internal teams Escalation discipline Accountability & Ownership Self-managed High follow-through Proactive problem identification Experience Required Experience in structured reporting to management Experience working with service providers or contractors Personal Attributes Highly structured and detail-oriented Calm under pressure Assertive but professional Solution-focused Strong work ethic High integrity