Operational Support Specialist
5 days ago
Infinite Group is a dynamic organization that values exceptional customer service and operational efficiency. Our team is dedicated to delivering high-quality results in a fast-paced environment.
Job SummaryWe are seeking an experienced Administrative Team Lead to join our operations team. This role will be responsible for providing administrative support, coordinating daily activities, and ensuring seamless communication between departments.
Key Responsibilities- Assist Department Heads: Collaborate with department heads to coordinate day-to-day operations, ensuring effective task management and timely completion of projects.
- Manage Sales Tax Invoices: Handle the preparation, submission, and follow-up on sales tax invoices and delivery orders as required.
- Document Management: Upload essential documents into customer portals and databases, maintaining accurate records and documentation.
- Debtor Invoices and Delivery Orders: Distribute approved debtor invoices and track acknowledged delivery orders with respective engineers.
- Customer Claims: Manage customer progressive claims, addressing concerns and resolving issues promptly.
- Website Maintenance: Ensure the company website remains up-to-date with the latest completed projects, showcasing our portfolio.
- General Administration: Perform various administrative tasks, including filing, photocopying, scanning, and uploading documents into servers and SQL systems.
- ISO Documentation: Manage ISO documentation and administration, ensuring compliance and accuracy.
- Organizational Records: Maintain accurate organizational records, implementing and updating a proper filing system.
- Data Analysis: Prepare data analysis reports for the project department every quarter, providing valuable insights.
- Communication: Effectively communicate with customers and internal personnel, fostering strong relationships.
- Meetings and Presentations: Conduct standard and ad-hoc meetings, preparing presentation slides for management reviews.
- Debtors Statement Reconciliation: Prepare monthly debtors statement reconciliations, ensuring accuracy.
- Customer Liaison: Liaise with customers for collection follow-ups, payment status updates, and other inquiries.
- Payment Records: Update customer payment records into SQL systems, budget sheets, and pending job lists.
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