Operations Administrator

PURPOSE OF THE ROLE

MAIN FUNCTIONS OF THE JOB

• Assisting with preparations/production/collating content for the purposes of tenant/client reporting and internal reporting.
• Liaising with and coordinating activities regarding local councils and municipalities in which IDEV projects are situated.
• Liaising with, coordinating and tracking procurement activities against IDEV project schedules/programmes with Teraco’s vendors and suppliers to IDEV projects.
• Procurement report to all stakeholders.
• Daily interaction with the Finance team (Purchase Orders, Invoices, Supplier on-boarding)
• Organise and maintain departmental calendar.

Reporting and Presentations

• Compile, collate and produce reports.
• Compile presentation packs
• Payment tracking and checking invoices, as and when required, in the middle of the month and the end of the month.

Administration

• Record and distribute action items of weekly project meetings.
• Documentation management, this may include assisting Document Controllers with day-to-day administration of the Autodesk Construction Cloud Hub.
• New suppliers take-on process.
• Council applications e.g., electricity waiver applications, electricity and water utility account applications.
• Tracking payment dates, payment milestones, payment invoices checking and tracking invoice approvals.
• Confirming progress claims and payment certificates versus progress on site
• Verifying progress claims, payment certificates and invoices versus Purchase Order values and payment terms

Procurement Administration and reporting

• PO’s
  • Working closely with the Finance, IM and IDEV Department Heads in raising, amending, issuing and tracking IDEV project related purchases order from inception to delivery on-site.
  • Reporting on the above weekly.

• Supplier engagement
  • Coordinating IDEV project related procurement with IDEV project supply chain to ensure that risk is mitigated in delivery of CAPEX equipment to project sites.

• Procurement tracking
  • Tracking purchase orders from date of issuance to date of delivery. Reporting on risk and opportunities against IDEV Technical Fit-out (TFO) Schedules.

Office Duties and Ad Hoc Tasks

• Administrative support to all Project teams

SKILLS REQUIREMENT

• Advanced MS Office proficiency on i.e., Excel, Word, Visio and PowerPoint
• Attention to detail and self-motivated.
• Excellent communication skills
• Active listening — ability to understand requirements.
• Proactive problem solver
• Ability to work independently & a positive team player.
• Conducts self professionally, exhibits high levels of tolerance and patience.
  

QUALIFICATIONS AND EXPERIENCE

• Matric certificate
• Relevant degree or diploma will be an advantage.
• 3-5 years’ experience in a similar role