POSITION PURPOSE:

The Operations Coordinator is responsible for managing administrative, financial, and operational aspects of projects in cooperation with the Business unit Managers/Project & Sales Team. This may include working with supporting subcontractors and suppliers, business documentation and/or proposals, invoicing, expense tracking, revenue recognition, project documentation support, administrative tasks, and site work coordination, as needed. The Operations Coordinator maintains accurate project data, facilitates communication between departments, and contributes to the overall financial health of the project and the organization by monitoring project performance, profitability, and compliance with contractual requirements.

Education/Training Required

• Grade 12
• A Certificate in business or in the related field
• Advanced proficiency in MS Office Suite (particularly Excel)

Work Experience

• 2 years or more experience in Operations coordination
• Experience in coordinating teams

Knowledge / Skills / Abilities

• Excellent coordination skills, including project planning, scheduling, and resource management.
• Strong financial acumen, including experience with invoicing, expense tracking
• Demonstrated ability to manage multiple projects simultaneously while maintaining attention to detail
• Excellent verbal and written communication skills are essential to work closely with team members and managers and effectively manage problems as they occur.
• As the primary point of contact for team members/clients, you must be able to provide guidance, feedback, and encouragement for achieving goals.
• Managing the daily activities and needs of an entire team requires an excellent ability to multitask and effectively manage your time to meet deadlines.
• Budgets and other important documents for companies are usually created on computers and sometimes maintained in databases. Documentation management and ability to use different programs.
• Excellent analytical and problem-solving abilities, although managers may step in to handle significant problems, you should be prepared to work through and resolve minor issues without assistance.
• Generally, a positive outlook makes it easier to handle the stress of unexpected challenges and also helps the entire team stay positive and motivated. Attention to details even under pressure.
• Adaptability and willingness to learn new systems and processes.
• Basic understanding of contract terms and compliance requirements.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environments

Duties & Responsibilities but not limited to.

• On a day-to-day basis, operations coordinator key responsibilities will typically involve maintaining & monitoring the daily progress of projects, project documentation, assigning tasks and controlling resource schedules; communicating the projects progress to team members and other stakeholders where required; and managing the projects budget. Billing on completion of each project.
• Ensuring the project onboarded as per client site requirements and resources they need to complete their assigned tasks on time and within their budget limits
• Day-to-day liaising with clients and other project stakeholders, costs are documented so we dont go over budget, reviewing reports and ensure activities are completed as per scope of work, and making sure invoices are raised for clients as per invoicing instructions.
• Preparing budget vs actuals to update senior management/clients on the projects progress and showcase the projects value.
• Tracking and communicating project risks and opportunities.
• Looking for ways to increase the projects profitability and reduce expenses where possible.
• Organising and arranging meetings where required
• Work closely with the Finance, Sales, Operations and other project staff.
• Provide ad hoc administrative and project support for all staff.
• Complying to Company CMC & QMS requirements.

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