Operations Administrator

POSITION PURPOSE

Under general supervision, performs a variety of routine administrational duties as specified by established procedures. Reviews, prepares, and processes administration for Operations Managers, instructs and monitors contractors to ensure target dates are reached, prepares and submits all relevant documents for payments. Prepares weekly reports on meter status, manages and reports on the offline list weekly. Orders new energy stock. Assists with minute taking as and when required.

The Operations Administrator will be expected to work such hours and overtime as may be required by your job, from time to time. The functions below are an indication of the basic duties but may not include additional tasks as designated by the Portfolio Executive.

1. Assumes responsibility for the accurate, efficient, and effective performance of routine administration of Operations functions.

• Keeping track of all Operations Managers diaries – ensuring all meetings on site are booked
• Obtaining feedback from those meetings and filtering it through to the Property Manager
• Obtaining urgent quotes where necessary while Operations Managers are on site
• Compiling a database and working on additional contractor lists in rural areas
• Tenants can call the Operations Administrator directly with complaints, which will be addressed immediately and keep the Property Managers and Portfolio Executive informed
• Assists with motivations
• Sets up appointments with Municipality
• Prepares monthly operations portion of management packs
• Issues order numbers
• Covers all admin and reduces the workload of the Ops Managers so they

2. Assumes responsibility for maintaining effective communication and coordination with personnel and management.

• Keeps management informed of area activities and of any significant concerns
• Provides assistance and support to Operations Manager

3. Assumes responsibility for establishing and maintaining professional business relations with customers.

• Researches and resolves problems and questions or properly refers them
• Keeps customers properly informed of Company policies and procedures
• Maintains Company's professional reputation

4. Assumes responsibility for related duties as required or assigned.

• Keeps work area clean, secure, and well-maintained
• Completes special projects as assigned
• Attends meetings as required
• Minute taking as and when required

• Matric
• Post high school training or education in accounting preferred

• Knowledge of related computer applications
• General understanding of accounting principles

• One year of related experience required

• Good typing skills
• Attentive to detail and accuracy
• Well organised
• Cooperative and willing to assist others
• Able to use computer applications, adding machine, and telephone