Project Operations and Administration Manager

SUMMARY:
Project Operations & Administration Manager

POSITION INFO:
Qualification Matric \/ Senior Certificate Bachelor's Degree in Business Administration, Operations Management, Finance or a related field - or a Diploma in Financial Accounting. Requirements 3-7 Years' experience in operations or administrative management. Strong experience using XERO or a similar Cloud-based accounting system. Experience managing or administering a core business system (CRM, ERP or operational platform). Proven process-improvement and project management skills. Demonstrated project coordination\/management - planning, scheduling, budgeting and cross-functional team coordination. Familiarity with project-management tools and methodologies. Proficiency in Microsoft Office and system administration. Effective communication and stakeholder management skills. Ability to manage confidential information with integrity. Data-driven decision-making and analytical skills. Project planning, scheduling and resource coordination capabilities. Ability to manage multiple concurrent projects with competing priorities and deadlines. Duties Develop, implement and refine operational processes, SOPs and internal controls. Monitor workflow, productivity and turnaround times across departments. Oversee procurement, asset management (including stock and fixed assets) and vendor relationships. Ensure operational compliance with organisational policies and regulatory frameworks. Drive continuous-improvement initiatives across operations and administration. Manage office administration, including documentation, filing systems and record-keeping. Oversee reception, office supplies, travel logistics and office infrastructure. Coordinate internal meetings, calendars and company-wide communications. Support HR administration: on-boarding logistics, leave tracking and employee documentation. Oversee daily financial administration, ensuring accuracy and timeliness. Create invoices and credit notes (with scope to delegate to an administrator). Support month-end and year-end processes alongside the finance team. Generate financial reports from XERO and the core system as required by management. Attend and report on monthly, quarterly and annual stock counts, with feedback to management. Administer and maintain the organisation's Cin7 core system. Oversee data quality, governance and accurate system usage across teams. Create and manage user accounts, permissions, workflows and configurations. Provide training and support to staff on system functionality. Liaise with vendors and IT on system issues, upgrades and integrations. Extract, analyse and report operational data to management. Compile operational, administrative and financial reports for senior management. Analyse system data (XERO and Cin7) to identify operational trends and insights. Assist with budgeting, forecasting and performance dashboards. Maintain compliance with company policies, industry standards and regulatory requirements. Identify operational risks and implement mitigation strategies. Ensure audit readiness, including documentation management. Oversee administration and operations support staff (per the organogram). Provide mentorship, guidance and performance management. Collaborate across departments to ensure aligned operational delivery. Serve as the point of escalation for administrative and system-related issues. Oversee the operational lifecycle of projects from initiation to completion, aligned to organisational objectives and timelines. Develop and maintain project plans, schedules and resource-allocation frameworks with project leads and department heads. Track project milestones, deliverables and budgets; proactively escalate risks, delays and resource constraints. Coordinate cross-functional project teams, ensuring clear communication of roles, responsibilities and deadlines. Establish and maintain project documentation standards - charters, status reports, change logs and lessons learned registers. Support the preparation and review of project proposals, scope documents and feasibility assessments. Monitor project expenditure against approved budgets; liaise with finance for accurate cost tracking and reporting. Facilitate regular project review meetings and provide consolidated status updates to management. Identify process-improvement opportunities within the delivery framework and implement best practice methodologies. Maintain a centralised project register, giving management visibility across all active and pipeline projects.

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