Vacancy Title: Operations Administrator
Reports to: Service Assurance Manager
Vacancy Location: Midrand, Johannesburg
Industry: Telecommunications
Employment Type: Permanent
Vacancy Reference: JCN02
Closing Date: 27 June 2025, 17h00
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 problem-solving skills to manage queries and discrepancies effectively. This role also provides essential administrative support to operational and financial processes.
Duties
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.
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.
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.
Required Competencies
(Experience, Education & Attributes)
- Grade 12 with Accounting (advantageous).
- Qualification in Business Administration or related field (advantageous).
- A minimum of 1 year in an administrative or operations support role in an office environment (essential).
- Proven experience in a billing, administrative, or financial support role, preferably within a technical or project-based environment.
- Strong understanding of invoicing processes and financial reconciliation.
- Proficiency in Microsoft Office (Excel, Word), Gmail, and familiarity with accounting systems (Accpac) is advantageous.
- Excellent written and verbal communication skills.
- Exceptional attention to detail and accuracy.
- Strong organizational and time management skills.
- Ability to manage multiple tasks and priorities in a fast-paced environment.
- Resilient and able to handle conflict resolution professionally.
- A strong sense of responsibility and accountability.
- Ability to work in a fast-paced, deadline-driven environment.
- Ability to work under pressure and handle multiple priorities.
- Strategic thinking with ability to work independently and as part of a team.
- Proactive mindset with strong problem-solving abilities.
- Customer service orientation.