Reference: JHB000865-DM-1
Position Title: Operations Administrator
Overview
The Operations Administrator plays a vital role in supporting the day-to-day activities of the Facilities Management team. This position ensures seamless operations by managing administrative duties, maintaining accurate records, and fostering effective communication between internal departments and external service providers.
Key Responsibilities
1. Administrative Support
- Prepare and manage operational documents and reports.
- Maintain accurate records of facility operations, maintenance activities, and service requests.
2. Internal & External Communication
- Act as the primary point of contact for internal departments and external vendors.
- Coordinate and document meetings, including preparing agendas, taking minutes, and tracking follow-ups.
3. Scheduling & Coordination
- Organize and oversee maintenance and repair schedules with minimal operational disruption.
- Arrange logistics for vendor services, site visits, and facility-related events.
4. Data & System Management
- Input and update information in facility management software.
- Generate regular reports on operations, performance metrics, and service logs for management use.
5. Inventory & Equipment Oversight
- Monitor inventory levels of maintenance and office supplies; place orders as needed.
- Ensure proper functioning and organization of all tools and equipment.
6. Financial & Budget Administration
- Track and process invoices for facilities-related services.
- Provide data and documentation to assist with budget preparation.
7. Compliance & Safety
- Support compliance with health and safety standards, including assisting with audits and inspections.
- Keep safety training records and compliance documentation updated.
8. Continuous Improvement
- Contribute to process improvement initiatives and operational enhancements.
- Stay informed of best practices in facilities management and administrative processes.
Qualifications & Requirements
- Diploma or Degree in Business Administration, Facilities Management, or related field
- Proven experience in administrative support, ideally within facilities or operations management
- Strong organizational skills and attention to detail
- Proficient in Microsoft Office Suite and facility management systems
- Excellent verbal and written communication skills
- Ability to multitask and manage priorities in a dynamic environment
- Familiarity with health and safety regulations (OHS Act knowledge preferred)
- Valid driver’s license
- Experience with ISO 9001 Quality Management Systems
- Proficiency in MS Word, Excel, PowerPoint, Outlook, and MS Project (Intermediate level)
Core Competencies
- Initiative and proactiveness
- Deadline-oriented and highly self-motivated
- Stress resilience and adaptability
- Strong written and verbal communication
- Basic supervisory abilities and capacity building
- Customer-focused mindset
- Negotiation and analytical thinking
- Effective planning, scheduling, and objective setting
- Team collaboration and relationship building
- Logical reasoning and interpersonal communication
This role is suited for a detail-oriented and driven individual who excels in a fast-paced, multitasking environment, and who thrives on creating structured processes and operational excellence.
