Business Operations Associate

1. Project & business administration (±40%)

• - Document control on live projects: keeping project folders to our standard, registers and transmittals current, correspondence filed (dated and initialled), meeting minutes and action registers maintained.
• - Billing-milestone tracking across projects and monthly programme contracts, so that nothing invoiceable is missed.
• - Tender and proposal administration: compliance packs, certificates, CVs and formatting to house style, so engineers only contribute technical content.
• - General business administration: supplier and subscription management, office coordination, travel and sitevisit logistics, calendar support to the MD.

• - Invoicing and debtors under our external accountant's oversight: raising milestone and recurring invoices, statements, and running the collections follow‑up ladder.
• - Capturing supplier invoices and expenses; preparing payment runs for MD approval; basic bank reconciliation prep.
• - Keeping the compliance calendar (VAT, PAYE, provisional tax, CIPC) with external providers so nothing is filed late.
• - Assembling the month‑end pack for the accountant and a simple management dashboard for the MD (cash, debtors, invoicing against plan).

• - Using AI tools proficiently and responsibly to draft, summarise, structure and check: proposal and report assembly from templates, meeting minutes from recordings, correspondence, first‑draft case studies and Linked In content, data clean‑up in spreadsheets.
• - Building and documenting simple repeatable workflows (prompt libraries, templates, checklists, light automations) so the team's routine work gets faster every quarter.
• - Guarding confidentiality: client data, HR and commercial information never leave approved tools.