Role Purpose

The Operations, Services & Maintenance Administrator is responsible for providing structured administrative, reporting, and coordination support across operational, service delivery, and maintenance functions.

The role ensures that operational activities are properly documented, tracked, reported, and aligned with business standards, service agreements, and compliance requirements.

This role is critical in maintaining control, visibility, and accountability across operations.

Key Responsibilities

1.     Operational Administration & Coordination

• Maintain structured operational records and documentation

• Track service schedules, maintenance logs, and compliance documentation

• Monitor completion of operational tasks and escalate delays

• Coordinate between operations teams, service providers, and management

• Ensure adherence to agreed SLAs and internal standards

2.     Reporting & Data Management

• Compile daily, weekly, and monthly operational reports

• Maintain dashboards and trackers (service, maintenance, performance)

• Analyse operational data and highlight trends or risks

• Ensure accuracy and integrity of reporting data

• Prepare executive-ready summaries for management

3.     Services & Maintenance Oversight

• Manage service diaries and maintenance schedules

• Obtain and track quotations (COA where applicable)

• Track contractor performance and service compliance

• Maintain asset registers and service records

• Ensure all documentation is properly filed and auditable

4.     Documentation & Communication

• Draft professional internal and external communication

• Compile executive summaries

• Prepare structured PowerPoint presentations

• Maintain operational policies, procedures, and templates

• Record minutes of meetings and track action items

5.     Compliance & Control

• Maintain structured filing systems (digital and physical)

• Ensure operational documentation aligns with compliance standards

• Track outstanding documentation and approvals

• Support audit preparation processes

Key Performance Indicators (KPIs)

• Accuracy and timeliness of reports

• SLA compliance tracking accuracy

• Maintenance schedule adherence

• Documentation completeness

• Executive-level quality of presentations and summaries

• Responsiveness and follow-up discipline