Regional Operations Administrator

SUMMARY:
Regional Operations Administrator

POSITION INFO:

Role Overview

The Regional Operations Administrator is responsible for day-to-day supplier and operational administration across the regions. This role ensures accurate CAPEX administration, storeroom and procurement control, coordinated monthly stakeholder meetings (suppliers, city, operations), and timely reporting. The incumbent drives regional administrative projects (procurement storeroom, cost-saving plans, site inspections, CI/site programs) and supports improvements in staff competency, job profiles and maintenance planning across divisions.

Key Responsibilities

Administration & Financial Control

• CAPEX administration: track requests, approvals, budgets and documentation.
• Process supplier contracts, invoices and payments accurately and on time.
• Maintain and update supplier records (contacts, compliance documents).
• Assist with monthly supplier reconciliations; identify and resolve discrepancies.

Meetings & Stakeholder Coordination

• Organise and attend monthly meetings with suppliers, city representatives, and operations.
• Gather regional feedback and prepare meeting input for the OPCO meeting.
• Follow up on action items, own outstanding issues and escalate when required.

Storeroom & Procurement

• Implement and manage a procurement storeroom in all assigned regions, including a tracking system for stock movement.
• Control storeroom stock levels, run periodic stock counts, and reconcile variances.
• Create and monitor supplier orders and ensure timely delivery.

Operational Programs & Projects

• Develop and implement structured maintenance plans across divisions.
• Create and maintain an Operational Site Inspection / Trip Plan for all divisions.
• Lead / support the Site Numbering (CI Branding) program.
• Lead / support Static Frame Re-sizing program across divisions.
• Coordinate Communications Workshop (WC) activities as required.

Vendor & Supplier Management

• Manage onboarding processes for new vendors, contractors and suppliers (documentation, induction, compliance checks).
• Track vendor performance and ownership of administrative vendor actions.

Continuous Improvement & Cost Management

• Develop a structured cost-saving plan for your area of responsibility and track savings.
• Review and update job profiles and formats across business units and regions.
• Design and execute staff competency improvement plans.

Reporting & Documentation

• Compile, update and submit operational reports and KPIs as required.
• Maintain document control and filing systems for audits and compliance.

General

• Perform any other reasonable duties requested by the Relevant Manager or company leadership, aligned with the scope of the role.
• Take ownership for actions in your department/region — drive tasks to completion and proactively follow up with relevant parties.

Minimum Requirements

• Proven experience in administrative or operations roles
• Knowledge of supplier management and operational workflows.
• Relevant qualifications in Business Administration, Operations, or related field is beneficial.
• Proficiency in Microsoft Office; familiarity with OT3 and OPUS advantageous.
• Strong attention to detail, organisational ability and ability to meet deadlines.
• Good communication and stakeholder management skills.

Key Competencies

• Organisational & multitasking skills
• Clear and effective communication with internal teams and suppliers
• Technical proficiency (OT3, OPUS, MS Office)
• Problem solving and initiative, able to work independently and escalate appropriately
• Time management and ability to work under pressure
• Team collaboration and stakeholder coordination