O&M Operations Coordinator

To operate the daily O&M administrative workflow that converts maintenance plans, site/contractor requirements, handover deliverables, service reports, warranty events and management decisions into ready work, controlled evidence, timely escalation and verified closure across Solar Africa’s onsite and utility-scale portfolios.

The O&M Operations Coordinator reports to the O&M Planning & Operations Support Manager.

• Maintain the 12-month preventive/statutory maintenance calendar and create work orders at least 3 months ahead.
• Ensure work orders are linked to the correct site, asset, contract, contractor, scope and service level.
• Complete readiness checks covering access, permits, H&S files, resources, tools, spares, instructions, outage approvals and dispatch packs.

• Receive, log and quality-check maintenance reports; route for technical review and update actions with owners and due dates.
• Prevent closure without the required reports, photos, test results, time/cost records, site confirmation and approvals.
• Track ageing items, repeat visits, no-access events, rejected reports, overdue actions and contractor scorecard inputs.

• Maintain staff and contractor records, including onboarding, scope/rates, insurance, competence, training, medical fitness, inductions, H&S documents, access and expiries.
• Coordinate customer/site compliance packs, retain proof of acceptance and maintain site-specific permit, environmental, emergency and access requirements.
• Escalate critical expiries or missing evidence before mobilisation or dispatch.

• Maintain the Projects-to-O&M handover register, evidence dossier, decision trail, defect actions and 90-day hypercare log.
• Control current as-builts, manuals, warranties, commissioning records, site plans, emergency procedures, contracts and work history.
• Maintain master data, owners, permissions, evidence links, audit trails and approved change records in Dynamics, Simpro and SharePoint.

• Maintain obligation dates, service-authority status, fee/invoicing profiles, renewals, expiries and commercial owners.
• Log ASRs, quotations, variations, claims, warranty events, OEM correspondence, replacements and recovery status.
• Compile warranty, ASR and invoice evidence packs for manager review and track decisions that create an O&M obligation, risk or change.

• Raise and track approved purchase requisitions, purchase orders, approval workflows and invoice approvals.
• Compile contractor/supplier payment-support packs and verify invoices against work orders, reports, delivery notes, quotations and goods-received evidence.
• Coordinate supplier/contractor onboarding, vetting and compliance-document follow-up.

• Maintain inventory transaction records, stock movements and approved consumable master data.
• Coordinate stock issues, returns, transfers and allocations between stores, sites and contractors.
• Support Procurement with inventory accuracy, reconciliations, critical spare availability and shortage escalations.

• Maintain the contract-renewal, notice, expiry and critical milestone register.
• Coordinate renewal workflows between O&M, Legal, Procurement, Asset Management and suppliers.
• Follow up reviews, signatures, approvals and supporting documents until executed agreements, amendments and schedules are filed.

• Prepare weekly…