Operations Administrator

SUMMARY:
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POSITION INFO:

Position: Operations Administrator
Department: Operations: Maintenance
Reports To: Service Assurance Manager

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
payment processing.
• Maintain accurate records of all invoice submissions, approvals, and queries.
2. Financial & Operational Support
• 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:
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Grade 12 with Accounting (advantageous).
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Qualification in Business Administration or related field (advantageous).
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A minimum of 1 year in an administrative or operations support role in an office environment (essential)
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Proven experience in a billing, administrative, or financial support role, preferably within a technical or project-based environment.
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Strong understanding of invoicing processes and financial reconciliation.
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Proficiency in Microsoft Office (Excel, Word, Gmail) and familiarity with accounting systems (Accpac) is advantageous.
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Excellent written and verbal communication skills.
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Exceptional attention to detail and accuracy.
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Strong organizational and time management abilities.
Key Competencies & Skills:
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Strong organizational skills and attention to detail.
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Ability to manage multiple tasks and priorities in a fast-paced environment.
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Resilient and able to handle conflict resolution professionally.
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A strong sense of responsibility and accountability.
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Ability to work in a fast-paced, deadline-driven environment.
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Ability to work under pressure and handle multiple priorities.
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Attention to detail and strategic thinking.
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Ability to manage multiple priorities, work independently, and as part of a team.
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Proactive mindset with strong problem-solving abilities.
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Customer service orientation.