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.

• 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.

• 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.