Gauteng: Operations & Administration Coordinator posted by Equate Recruitment

• General office administration and coordination
• Filing and document management
• Scheduling meetings and diary coordination
• Booking travel, accommodation and logistics
• Taking meeting minutes where required
• General operational and administrative support
• Capturing and allocating expenses
• Basic bookkeeping administration
• Processing and raising invoices
• Tracking payments and maintaining payment schedules
• Updating spreadsheets and finance trackers
• Liaising with external accounting support
• Supporting administration on Sage or similar systems
• Tracking project action items and deliverables
• Following up on outstanding tasks across projects
• Assisting with coordination across multiple businesses and initiatives
• Supporting operational execution and project progression
• Assisting with presentations, reporting and documentation
• Helping improve administrative systems and processes
• Supporting supplier, subcontractor and operational coordination
• Assisting with procurement and project logistics where required
• Helping ensure operational momentum across projects and business activities

 
Executive & Personal Assistant Responsibilities

• Managing leadership diaries, schedules and meeting coordination
• Assisting with personal and business administrative tasks
• Coordinating travel, accommodation and logistics
• Helping prioritise and track key action items
• Following up on outstanding items with internal and external stakeholders
• Assisting leadership with day-to-day operational coordination
• Preparing documents, presentations and reports where required
• Acting as a central coordination point across projects and business activities

 
Requirements

• Relevant qualification in Administration, Business Administration, Office Management, Finance, Accounting or related field advantageous
• Approximately 3–5 years’ administration, operations coordination, executive assistant or business support experience
• Exposure to bookkeeping or finance administration advantageous
• Strong Microsoft Office skills, particularly Excel
• Experience using Sage or similar systems advantageous
• Strong organisational, multitasking and communication skills
• Ability to work independently, take initiative and manage multiple priorities
• Comfortable working in a fast-paced entrepreneurial environment
• Proactive, adaptable and solutions-driven personality
• Good knowledge of office IT setup, including setting up new equipment and updating the equipment register

 
Advantageous Experience

• Exposure to bookkeeping or finance administration
• Experience using Sage or similar accounting software
• Experience supporting multiple projects or stakeholders simultaneously
• Exposure to SME, startup or entrepreneurial business environments
• Exposure to construction, project coordination or operational environments advantageous

 
Ideal Candidate Profile

• Self-starter with strong initiative
• Highly organised under pressure
• Comfortable operating in fast-moving environments
• Takes ownership and solves problems proactively
• Able to adapt quickly as priorities shift
• Strong follow-through and accountability
• Comfortable wearing multiple hats
• Practical, hands-on and execution-focused
• Able to identify gaps and improve systems independently
• Comfortable working closely with leadership and managing multiple priorities
• Thrives in entrepreneurial and high-growth business environments

 
What Success Looks Like In This Role

• Problems are solved before they escalate
• Leadership can rely on strong follow-through and accountability
• Operations run smoother because of your involvement
• Tasks are driven to completion without constant follow-up
• You bring structure and momentum to fast-moving project
• You help improve systems and operational efficiency as the business grows

 
Growth Opportunity
This role offers significant growth potential for the right person as the business expands. The successful candidate will have the opportunity to grow into a broader operations management role over time while helping shape systems, processes and operational structure within the business.