Description:
Role Purpose
The Operations, Services & Maintenance Administrator is responsible for providing structured administrative, reporting, and coordination support across operational, service delivery, and maintenance functions.
The role ensures that operational activities are properly documented, tracked, reported, and aligned with business standards, service agreements, and compliance requirements.
This role is critical in maintaining control, visibility, and accountability across operations.
Key Responsibilities
1. Operational Administration & Coordination
• Maintain structured operational records and documentation
• Track service schedules, maintenance logs, and compliance documentation
• Monitor completion of operational tasks and escalate delays
• Coordinate between operations teams, service providers, and management
• Ensure adherence to agreed SLAs and internal standards
2. Reporting & Data Management
• Compile daily, weekly, and monthly operational reports
• Maintain dashboards and trackers (service, maintenance, performance)
• Analyse operational data and highlight trends or risks
• Ensure accuracy and integrity of reporting data
• Prepare executive-ready summaries for management
3. Services & Maintenance Oversight
• Manage service diaries and maintenance schedules
• Obtain and track quotations (COA where applicable)
• Track contractor performance and service compliance
• Maintain asset registers and service records
• Ensure all documentation is properly filed and auditable
4. Documentation & Communication
• Draft professional internal and external communication
• Compile executive summaries
• Prepare structured PowerPoint presentations
• Maintain operational policies, procedures, and templates
• Record minutes of meetings and track action items
5. Compliance & Control
• Maintain structured filing systems (digital and physical)
• Ensure operational documentation aligns with compliance standards
• Track outstanding documentation and approvals
• Support audit preparation processes
Key Performance Indicators (KPIs)
• Accuracy and timeliness of reports
• SLA compliance tracking accuracy
• Maintenance schedule adherence
• Documentation completeness
• Executive-level quality of presentations and summaries
• Responsiveness and follow-up discipline
Requirements:
Minimum Qualifications
- Grade 12 (Matric) – required
- Diploma or Certificate in Business Administration, Operations, or related field – preferred
Technical Skills (Non-Negotiable)
Advanced Microsoft Office Skills:
- Excel (Advanced)
- Pivot tables
- VLOOKUP/XLOOKUP
- Conditional formatting
- Basic formulas and data analysis
- Dashboard creation
- PowerPoint (Advanced)
- Executive-level slide design
- Structured presentation building
- Data visualization
- Professional formatting standards
- Microsoft Word (Advanced)
- Report formatting
- Document structuring
- Templates
- Professional correspondence
Core Competencies
Strong Organisational Skills
- Ability to manage multiple service schedules
- High attention to detail
- Structured filing discipline
- Deadline driven
Analytical Thinking
- Ability to interpret operational data
- Identify risks or gaps in reporting
- Provide insights, not just data
Report Writing Skills
- Clear, structured, and professional writing style
- Ability to compile executive summaries
- Ability to simplify operational data for management
Communication Skills
- Professional written and verbal communication
- Ability to liaise with contractors and internal teams
- Escalation discipline
Accountability & Ownership
- Self-managed
- High follow-through
- Proactive problem identification
Experience Required
- Experience in structured reporting to management
- Experience working with service providers or contractors
Personal Attributes
- Highly structured and detail-oriented
- Calm under pressure
- Assertive but professional
- Solution-focused
- Strong work ethic
- High integrity
- Grade 12 (Matric) – required
- Diploma or Certificate in Business Administration, Operations, or related field – preferred
- Excel (Advanced)
- Pivot tables
- VLOOKUP/XLOOKUP
- Conditional formatting
- Basic formulas and data analysis
- Dashboard creation
- PowerPoint (Advanced)
- Executive-level slide design
- Structured presentation building
- Data visualization
- Professional formatting standards
- Pivot tables
- VLOOKUP/XLOOKUP
- Conditional formatting
- Basic formulas and data analysis
- Dashboard creation
- Executive-level slide design
- Structured presentation building
- Data visualization
- Professional formatting standards
- Microsoft Word (Advanced)
- Report formatting
- Document structuring
- Templates
- Professional correspondence
- Report formatting
- Document structuring
- Templates
- Professional correspondence
- Ability to manage multiple service schedules
- High attention to detail
- Structured filing discipline
- Deadline driven
- Ability to interpret operational data
- Identify risks or gaps in reporting
- Provide insights, not just data
- Clear, structured, and professional writing style
- Ability to compile executive summaries
- Ability to simplify operational data for management
- Professional written and verbal communication
- Ability to liaise with contractors and internal teams
- Escalation discipline
- Self-managed
- High follow-through
- Proactive problem identification
- Experience in structured reporting to management
- Experience working with service providers or contractors
- Highly structured and detail-oriented
- Calm under pressure
- Assertive but professional
- Solution-focused
- Strong work ethic
- High integrity
Minimum Qualifications
- Grade 12 (Matric) – required
- Diploma or Certificate in Business Administration, Operations, or related field – preferred
Technical Skills (Non-Negotiable)
Advanced Microsoft Office Skills:
- Excel (Advanced)
- Pivot tables
- VLOOKUP/XLOOKUP
- Conditional formatting
- Basic formulas and data analysis
- Dashboard creation
- PowerPoint (Advanced)
- Executive-level slide design
- Structured presentation building
- Data visualization
- Professional formatting standards
- Microsoft Word (Advanced)
- Report formatting
- Document structuring
- Templates
- Professional correspondence
Core Competencies
Strong Organisational Skills
- Ability to manage multiple service schedules
- High attention to detail
- Structured filing discipline
- Deadline driven
Analytical Thinking
- Ability to interpret operational data
- Identify risks or gaps in reporting
- Provide insights, not just data
Report Writing Skills
- Clear, structured, and professional writing style
- Ability to compile executive summaries
- Ability to simplify operational data for management
Communication Skills
- Professional written and verbal communication
- Ability to liaise with contractors and internal teams
- Escalation discipline
Accountability & Ownership
- Self-managed
- High follow-through
- Proactive problem identification
Experience Required
- Experience in structured reporting to management
- Experience working with service providers or contractors
Personal Attributes
- Highly structured and detail-oriented
- Calm under pressure
- Assertive but professional
- Solution-focused
- Strong work ethic
- High integrity