About the position
Introduction
The Business Operations Administrator plays a pivotal role in ensuring operational excellence across Sales, Projects, and Finance functions. This role isn’t just about following processes — it’s about challenging the status quo, seeking smarter ways to operate, and being a catalyst for innovation. Need to blend sharp administrative skills with disruptive thinking to drive continuous improvement in how the VBU deliver, track, and report on business outcomes.
Require someone who thrives in structured environments but thinks beyond the box — someone who sees inefficiencies as opportunities, data as a source of innovation, and governance as a platform for smart automation and scale.
Description
PRIMARY RESPONSIBILITIES FOR THE ROLE
Sales & Project Operations Support· Ensure accurate and timely setup and tracking of opportunities and projects across Jira, Zoho, and Sciforma.
· Monitor SLA compliance and proactively surface breakdowns in process, timeline, or tool usage.
· Identify and escalate inconsistencies in project statuses, bottlenecks, and workflow misalignments with a solution-first mindset.
· Enforce standardised processes and templates, while iterating on them for efficiency.
· Coordinate with partners and customers for quote acquisition and timely communication.
Governance, Reporting & Documentation· Prepare insightful monthly governance dashboards (e.g., Over Budget/Over Schedule, WIP/POC, forecast vs actuals), using real-time data to tell a story.
· Maintain structured documentation of opportunities, contracts, and renewals with a focus on traceability and audit-readiness.
· Own SharePoint governance — from folder structuring to access rights — ensuring secure, intuitive access to data across tools.
· Challenge current documentation methods to introduce smarter, leaner practices.
· Track key contract milestones such as expirations, renewals, and deliverables to ensure timely action and compliance.
· Ensure contract versions, amendments, and approvals are uploaded to share point and accessible in accordance with governance standards.
Financial & Contract Administration· Oversee project-related POs and invoices, ensuring seamless processing from request to reconciliation.
· Assist with approvals and PO generation for travel, assets and third party licenses.
· Support DAC creation and align them with contract and PO with inclusion of follow-up on receipting (GRN).
· Monitor outstanding debtors and collaborate with finance and customers to resolve discrepancies and obtain WHT certificates where applicable.
· Assist Project Managers with financial forecasting and project health checks.
· Act as the primary point of coordination for contract lifecycle management — including initiation, negotiation support, execution tracking, renewal, and closure.
· Collaborate with legal, finance, and operations teams to ensure that all contracts are aligned with internal compliance and risk mitigation protocols.
Vendor, Asset & Subscription Management· Take charge of license renewals, customer support agreements, and third-party subscriptions.
· Maintain a clean, auditable asset register covering all VBU IT equipment (laptops, standby phones, etc.).
· Evaluate and propose smarter tools or methods to track and optimise usage of assets and subscriptions.
Tools & Data Integrity· Conduct frequent audits across Jira, Zoho, and Sciforma to uphold data accuracy and completeness.
· Innovate tool workflows and automation opportunities to reduce manual admin.
· Drive a culture of clean, reliable data across shared platforms and internal systems.
Coordination & Administrative Support· Organise VBU meetings, travel logistics, team events, and onboarding/offboarding processes with precision and flair.
· Think creatively about how to elevate employee and customer experience through smart, proactive coordination.
Minimum Requirements
Education and Qualification
· Grade 12 and or Bachelor’s degree in Business Administration, Operations Management, Finance, Information Systems, or a related field. (A diploma or certificate in project management or business systems will also be considered.)
· Computer literate (MS Office, JIRA, Zoho, Sciforma, eMail, SharePoint).
· Knowledge of Project Management Principles.
· Good command of English language (verbal and non-verbal).
· Good interpersonal skills.
· Good training, mentoring and knowledge transfer skills.
Willingness to learn. Experience
· 3 years of experience in a business operations, project coordination, or sales support role within a fast-paced, cross-functional environment.
· Proven track record of working across sales, finance, and project management teams, supporting the end-to-end business cycle.
· Administration functions to optimise performance.
· Experience with contract administration and management, including coordination with legal and procurement teams.
· Hands-on experience with business tools such as:
o Jira (project/task tracking)
o Zoho CRM/Zoho Projects (sales & project management)
o Sciforma (project portfolio management)
o SharePoint (document & folder governance)
o MS Excel / Google Sheets (reporting, data analysis)
REQUIRED SKILLS & COMPETENCIES
Key Skills:
· Exceptional organisational and multitasking abilities, with strong attention to detail.
· Strong analytical mindset – comfortable working with data and drawing actionable insights from reports and dashboards.
· Ability to identify inefficiencies and implement process improvements using automation, templates, or new tools.
· Familiarity with purchase order (PO) lifecycle, invoice processing, and basic financial tracking.
· Experience in vendor and subscription management, including asset register maintenance and license renewals.
· Understanding of contract management principles, with the ability to maintain compliance, track obligations, and monitor risk.
· Comfortable working under pressure and managing deadlines across multiple projects.
Soft Skills
· Disruptor mindset – questions current processes and suggests bold, practical improvements.
· Creative problem-solver with a “fix-it-before-it-breaks” mentality.
· Excellent communication and coordination skills, with the ability to work effectively across teams and levels.
· Self-starter who thrives in ambiguous or evolving environments and can implement structure where needed.
· Curious, tech-savvy, and eager to learn new systems or improve existing ones.
· Numeric, analytical, high attention to details, able to prioritise.
· Excellence in planning and execution.
· Ability to maintain confidentiality at all times.
Desired Skills:
- Business Administration
- Operations Management
- project coordination
- sales support
