Operations Administrator

Introduction:

Are you a highly organized individual with a passion for keeping operations running smoothly? Do you thrive in a role where attention to detail and routine tasks are key to success? We are looking for a dedicated Operations Administrator to join our team at our Team.

Duties and Responsibilities:

1. Onboarding/Training:
• Create and manage contractor folders and documentation.
• Update and send contract & NDA templates to new hires.
• Review signed contracts and NDAs for accuracy.
• Save all relevant documents in the appropriate folders.
• Add new contractors to company systems such as Google Drive, email, and communication channels.
• Maintain detailed records of contractor details in various spreadsheets.
2. Project Management Support:
• Assist in the preparation and organization of project folders and documents.
• Regularly update project roadmaps, changes, and documentation based on team feedback.
• Help set up and manage project plans, including task duplication and documentation linking.
• Monitor project progress and assist in keeping projects on schedule.
• Communicate updates to the management team as needed.
• Coordinate tasks across different teams and ensure that project milestones are met.
• Track project timelines and budgets, ensuring that projects stay within scope.
3. Meeting Coordination:
• Schedule and attend internal and client meetings, including stand-ups, team meetings, and management meetings.
• Document meeting notes and ensure they are saved in the appropriate project folders.
• Assist in the organization of client expectation and demo meetings.

1. Documentation and Process Improvement:
• Maintain and update Standard Operating Procedures (SOPs) and other key documents.
• Regularly review and improve administrative processes to enhance efficiency.
• Ensure all company spreadsheets and files are up-to-date with the latest information.
2. Financial Administration:
• Assist in managing petty cash and ensuring accurate record-keeping.
• Support the invoicing process by coordinating with finance and ensuring invoices align with project milestones and agreements.
• Help in the preparation of client quotes and project-finance documents.
3. General Administrative Support:
• Manage and organize company files, both digital and physical.
• Assist with scheduling and calendar management for the operations team.
• Provide general administrative support as needed, including errands and office management tasks.

Candidate Requirements:

• Education: Relevant qualification in business administration, project management, or a related field (preferred)
• Experience: Previous experience in an administrative operational role, with a strong focus on project management.
• Skills:
• Google docs, Microsoft Office
• Click up (preferred)
• Scrum Master (Beneficial)
• Excellent organizational and multitasking abilities.
• Strong project management skills, including timeline and budget management.
• Proficiency in Microsoft Office Suite or Google Workspace.
• Good communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• High level of emotional intelligence and ability to manage relationships effectively.
• Strong attention to detail and ability to manage routine tasks with diligence.
• Other Requirements:
• Bilingual in Afrikaans and English.
• Valid driver’s license and own transport (preferred).
• Flexible and proactive approach to work.
• Team player with a collaborative mindset.

Must Reside in the Western Cape 

Industry: Technology Compnay

Compnay Location: Bellville, Western Cape 

Salary: Open for discussion (R12 000 – 20 000)