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Operations Support Manager
2 weeks ago
**POSITION PURPOSE**
We are seeking a skilled and commercially aware Operations Support Manager to lead and coordinate key support functions across payroll, procurement, and client billing within our Soft Services business. This pivotal role oversees the Payroll Administrator and Business Support Assistant, ensuring operational integrity, financial accuracy, and client satisfaction.
**ESSENTIAL FUNCTIONS & DUTIES**
**Team Leadership & Oversight**:
- Manage and support the Payroll Administrator and Business Support Manager, ensuring tasks are completed on time and to a high standard.
- Provide guidance, mentorship, and performance monitoring to ensure team efficiency and development.
- Oversee workflows for payroll data collection and supplier stock ordering to maintain operational continuity.
**Client Quoting & Commercial Oversight**:
- Ensure all client quote requests (ad-hoc) are completed accurately and timeously.
- Monitor approval workflows for quotes and track progress through to billing and final payment.
- Maintain up-to-date rate sheets aligned with client contracts, operational costs, and pricing structures.
- Review and approve rate changes in consultation with senior management and commercial leads.
**Billing & Revenue Tracking**:
- Ensure accuracy and alignment between approved quotes, rate sheets, billing submissions, and invoices.
- Monitor ad-hoc quotes to ensure clear documentation, billing accuracy, and timely payment.
- Liaise with finance to confirm that client payments are received in line with payment terms.
**Process Control & Compliance**:
- Implement and maintain internal controls over payroll submission, procurement, quoting, and billing processes.
- Ensure all documentation (e.g., PCAs, supplier quotes, FTCs, rate sheets) is compliant with internal policies and legislative requirements.
- Support audit processes with accurate and up-to-date records.
**Stakeholder Engagement**:
- Liaise with internal stakeholders, site managers, finance, and HR to ensure smooth integration of payroll, procurement, and billing activities.
- Build strong relationships with clients by delivering professional and timely quoting support.
- Act as a key contact for escalations related to payroll, procurement, or billing.
**EDUCATION**
Matric
Additional certificates in relevant courses
**SKILLS & EXPERIENCE**
Essential:
- Proven experience in a managerial or coordination role across commercial operations, procurement, payroll, or finance.
- Strong understanding of client billing, quoting, and supplier management processes.
- Excellent Excel skills and familiarity with manual data handling (e.g., timesheets, quote tracking).
- Exceptional organisational and communication skills.
Desirable:
- Experience in Soft Services, Facilities Management, or Contract Services environments.
- Familiarity with rate card structures, client contract billing, and procurement systems.
- Understanding of employment and payroll compliance in a multi-site operational setting.
**KEY ATTRIBUTES**
- Commercially savvy with a strong eye for detail.
- Leadership-focused with the ability to manage both tasks and people.
- Solution-oriented with a proactive approach to issue resolution.
- Able to prioritise and manage multiple responsibilities in a fast-paced environment.
