Role overview

The Admin Assistant (Operations Support) provides administrative support for billing, order documentation and customer invoicing. The role works with Operations, Marketing, Supplies, Finance and other teams to ensure documents are complete, accurate and submitted on time. This entry-level position is suitable for a careful and organised individual who is willing to learn billing and operational processes.

Key responsibilities

Check billing requests, customer purchase orders, billing templates and supporting documents for completeness and the required approvals.

Verify basic information such as rates, calculations, rebates, fee limits, credit terms and customer billing instructions using approved records and templates.

Highlight missing information or discrepancies to the supervisor or relevant team for clarification.

Prepare and process billing documents accurately and within the required timelines under guidance.

Assist with billing exceptions, including credit-limit or credit-term issues, by notifying the appropriate stakeholders and tracking follow-up actions.

Support routine order-management activities, including recording customer purchase orders, updating sales orders or billing plans, and linking documents to the relevant project or service order.

Update billing-status, unbilled and miscellaneous-recoverable trackers to provide an accurate record of items pending billing.

Assist with regular reviews and reconciliations of miscellaneous recoverables and sundry billing items, and refer aged or unresolved items to the supervisor.

Support the verification of handling fees, currency conversions and hedge-rate information based on instructions from Treasury or Finance.

Compile routine billing and operational reports, track outstanding actions and provide status updates to the relevant stakeholders.

Assist with audit preparation by retrieving, organising and presenting supporting documents.

Perform general administrative duties and other related tasks assigned by the supervisor.

Key working relationships

The role works with Operations teams, including Production Planning and Control and Line Maintenance, as well as Marketing, Supplies, Account Managers, Credit Control, Treasury, Finance Business Partners and other internal support teams.

Requirements

Nitec, Higher Nitec, Diploma or equivalent qualification in Business Administration, Accounting, Finance, Operations Management or a related discipline.

Up to two years of relevant administrative, billing, invoicing, order-processing, accounts-support or document-control experience would be advantageous.

Basic numerical skills and good attention to detail.

Basic proficiency in Microsoft Excel and Microsoft Office, with a willingness to learn new systems and processes.

Good organisational and time-management skills, with the ability to follow instructions and complete assigned tasks on time.

Clear written and verbal communication skills, with the confidence to seek clarification when information is incomplete.

Preferred experience

Basic exposure to SAP, billing systems or finance transactions would be advantageous but is not required.

Experience from an internship, temporary assignment or junior administrative role in aviation, maintenance, engineering services, project billing or another documentation-intensive environment would be advantageous.

Success profile

The successful candidate is dependable, careful and willing to learn. The individual follows procedures, maintains accurate records, raises questions when information is unclear and works well with team members and stakeholders.