Operations Administrator at Schauenburg Systems

MAIN PURPOSE

• To provide operational and administrative support to ensure the smooth functioning of office processes and service delivery. Responsible for managing day-to-day administrative tasks, record-keeping, internal communication, and supporting operational workflows.

KEY RESPONSIBILITIES

Operations Support

• Maintain and update operational and administrative records.
• Assist in managing inventory records, supply requests, and stock levels.
• Support the coordination of deliveries and collection of items.
• Assist with job card management, purchase orders, and proof of delivery (POD) tracking.
• Liaise with logistics, warehouse, and technical teams to support efficient operations.

General Administration

• Perform routine administrative duties including filing, scanning, printing, and document control.
• Coordinate internal communication and documentation flow between departments.
• Ensure databases and filing systems are current and well-organized.
• Manage calendars, schedule meetings, and take minutes when required.

Customer & Internal Liaison

• Assist in resolving queries from internal departments and external clients.
• Follow up on outstanding documentation or requests.
• Ensure all communication is handled professionally and in a timely manner.

Financial & Procurement Support

• Assist with raising requisitions and processing purchase orders.
• Capture and reconcile expense claims, quotations, and supplier invoices.
• Maintain records related to departmental budgets and expenditures.

Reporting & Compliance

• Assist with month-end reports and data consolidation.
• Support in the compilation of tender documents and operational reports.
• Participate in internal audits and ensure adherence to administrative procedures.

MINIMUM REQUIREMENTS

• National Diploma or Certificate in Administration, Office Management, or similar field.
• 2-3 years administrative experience in an operational or technical environment.

Competencies (Skills, Knowledge, Attributes) Required

Skills:

• Strong organizational and time management abilities.
• Excellent verbal and written communication.
• Attention to detail and accuracy.
• Ability to multitask and prioritize under pressure.
• Computer literacy, especially in Microsoft Office Suite (Word, Excel, Outlook).

Knowledge:

• Familiarity with administrative procedures and document management.
• Knowledge of inventory or operations systems is an advantage.
• Basic understanding of procurement and finance processes.

Attributes:

• Proactive and self-motivated.
• Professional and reliable.
• High level of integrity and confidentiality.
• Customer-focused and team-oriented.