Office and Operations Administrator

SUMMARY:
Office and Operations Administrator
We are recruiting an Office and Operations Administrator for our client in Cape Town, Western Cape. The company is a growing metering services business in the utilities and property sector. This office-based role reports to the Operations Manager/Director and is key to ensuring smooth administrative and operational functions. The successful candidate will provide end-to-end support, including accurate documentation, job coordination, and client communication.

POSITION INFO:
Minimum Requirements:

• Matric (Grade 12).
• Advantageous: Relevant administration or bookkeeping qualification.
• Minimum of 2 years’ experience in an office administration role.
• Experience within a technical, utilities, construction, or service-based environment is preferred.
• Strong proficiency in Microsoft Excel and Word.
• Basic invoicing and document management experience.

• Act as the first point of contact for clients, property managers, and body corporates.
• Log service requests, queries, and complaints accurately.
• Provide clients with regular job status updates and coordinate access arrangements.
• Log, schedule, and track all installation, replacement, and call-out jobs.
• Coordinate daily work schedules for electricians and plumbers.
• Maintain accurate job status trackers, including pending, in-progress, completed, and invoiced jobs.
• Capture, file, and maintain job cards, installation reports, and commissioning documentation.
• Ensure all records, including meter serial numbers, installation dates, client details, site photos, and sign-offs, are complete and audit-ready.
• Prepare comprehensive job packs for invoicing, including completed job cards, meter numbers, and approvals.
• Assist the finance department with the accurate and timeous raising of invoices.
• Track completed jobs against invoiced jobs and follow up on any discrepancies.
• Capture supplier invoices, delivery notes, and expense claims where required.
• Maintain records of meter stock, seals, and installation materials.
• Log stock issued to technicians and reconcile returned items.
• Flag low stock levels or stock discrepancies to management.
• Maintain operational trackers and compile daily, weekly, and monthly reports.
• Track technician productivity, job turnaround times, and repeat call-outs.
• Provide operational data, summaries, and insights to management.
• Manage emails, telephone calls, and filing systems.
• Assist with onboarding documentation for employees and contractors.
• Support compliance documentation, including licenses, registrations, and safety files.