Operations and Administrative Coordinator (UK Hours)

Join our dynamic team as an Operations and Administrative Coordinator, where you will play a key role in ensuring smooth operations and providing exceptional administrative support. This position is ideal for an organized and proactive individual who thrives in a fast-paced environment.

Role overview Rework Solutions is looking for a Patient Coordinator to join the team remotely from anywhere in South Africa. This position centers on supporting both patients and healthcare providers, aiming to make each patient’s experience smoother and more connected. The Patient Coordinator serves as the main point of contact for questions, appointment scheduling, and care coordination. What you will do Serve as the primary link between patients and healthcare teams Arrange and manage appointments for patients Handle patient questions and concerns with empathy Coordinate care to ensure services are delivered on time Support patients throughout their healthcare journey Requirements Strong organizational skills Clear and compassionate communication abilities Comfort managing several tasks and requests at once Ability to work remotely from within South Africa

Executive Operations AdministratorJob OverviewJoin a dynamic UK-based organization in the mining and exploration sector, seeking a passionate, organized, and proactive individual to serve as the vital link between company leadership, investors, geologists, and other key stakeholders.This role is perfect for those who excel in fast-paced and ever-changing environments and enjoy being involved in the heart of the action. You will develop a comprehensive understanding of the business, offering insightful feedback to leadership while managing communication, expectations, and operational processes. As the company expands, there is significant potential for you to grow into leadership and training roles.Key ResponsibilitiesServe as the primary communication conduit among investors, geologists, clients, and senior management.Gain a thorough understanding of ongoing projects, operational priorities, and stakeholder expectations.Deliver precise feedback and insights to assist leadership in decision-making.Coordinate schedules, communications, and documentation across various stakeholders.Support executive leadership with high-level administrative and personal assistant tasks.Keep stakeholders informed, aligned, and confident in project progress.Assist in enhancing processes and organizational structure as the business grows.Support the onboarding, training, and management of new team members as the organization expands.

About the PositionPosition Type: Full-Time, Remote Working Hours: U.S. Business Hours (EST Required)We are seeking an exceptionally organized and detail-oriented Business Operations Coordinator to facilitate daily business operations, covering various aspects such as systems management, billing, crew tracking, client interactions, and administrative tasks.This role requires a proactive individual who excels in structured settings, demonstrates meticulous attention to detail, and takes accountability for operational precision. You will collaborate closely with the Owner, managing multiple facets of operations, finance coordination, scheduling, and client relations.This is not a strategic or high-level management position; rather, it focuses on consistent execution, adherence to systems, and ensuring operational tasks are completed accurately the first time.Your Key ResponsibilitiesOperational EfficiencyOversee daily operational workflows to guarantee optimal business performance.Assist the Owner with various administrative and operational coordination tasks.Proactively identify inefficiencies or gaps within operations.Data & Systems ManagementMaintain and update records in the CRM, ensuring job data, client information, and scheduling details are current and accurate.Organize and manage digital files using platforms such as Excel, OneDrive, and CompanyCam.Ensure data integrity across systems to avoid reporting or billing discrepancies.Billing & InvoicingProcess invoices and ensure billing aligns with completed work accurately.Follow up on outstanding payments and keep accounts receivable records organized.Collaborate with the accounting team to maintain organized and complete documentation and financial records.Crew Scheduling & Job MonitoringTrack crew schedules and job progress utilizing Aspire and Azuga.Identify and resolve scheduling conflicts, time discrepancies, or project delays proactively.Ensure daily time entries are recorded accurately for payroll and job costing purposes.Client Management & Lead TrackingManage incoming leads and client communications on behalf of the Owner.Regularly update CRM records to prevent stagnation in the pipeline.Monitor follow-ups to ensure all inquiries and requests are addressed promptly.Documentation & ReportingPrepare reports, proposals, and responses to Requests for Proposals (RFPs).Assist with vendor research, pricing comparisons, and municipal contract inquiries.Maintain organized documentation for both internal and external utilization.Administrative & Communication SupportProvide comprehensive administrative support to the Owner and the operational team.

Job OverviewJoin the dynamic team at Lumax Energy as an Internal Sales Coordinator. In this pivotal role, you'll be instrumental in enhancing our sales operations by managing client communications, generating precise quotations, compiling comprehensive bill of material (BOM) lists, processing sales orders, and providing essential sales administration support.This position is ideal for a meticulous team player who possesses exceptional communication and organizational skills, a strong affinity for numbers, and a genuine passion for renewable energy solutions.

We are seeking a dedicated Office Administrator to join our team in Midrand. The ideal candidate will perform essential clerical duties to ensure the smooth and efficient operation of our office.

Recruitment AdministratorJob Overview:We are looking for a meticulous and proactive Recruitment Administrator to join our dynamic UK-based recruitment firm specializing in private markets. This is a fantastic opportunity for a highly organized professional with 3-5 years of administrative experience to enhance our operational efficiency, facilitate technology integration, and contribute to our high-performing remote team.The ideal candidate will excel in a structured remote environment with clear communication boundaries. If you are driven, detail-oriented, and eager to evolve into a more strategic role over time, we encourage you to apply.Key Responsibilities:Oversee and update CRM data (currently Recruit CRM), ensuring accuracy and timely modifications.Assist founders by documenting internal processes and best practices using Notion.Coordinate scheduling, manage diaries, and facilitate interviews and meetings.Draft briefing notes and call summaries to enhance candidate and client interactions.Support the gradual implementation of sourcing and marketing tools such as Source Whale.Participate in client calls as required, maintaining a professional demeanor.Assist with onboarding new team members by providing clear documentation and procedures.Ensure effective communication with founders and maintain daily productivity through tracking tools.

Join System Canada Technologies as an IT Systems Administrator where you will manage and maintain our IT infrastructure to ensure seamless operations. You will be responsible for troubleshooting, monitoring systems, and implementing solutions for various IT challenges. This role is crucial in enhancing the efficiency of our technical systems and supporting our staff in their daily operations.

Job Opening: Remote Administrative AssistantLocation: South Africa (Remote – US Hours)Type: Full-Time, Work from HomeHours: Monday to Friday: 9am - 5pm (US Hours)We are in search of a dedicated and detail-oriented Remote Administrative Assistant to offer vital administrative support to our expanding team. This fully remote role demands exceptional organizational skills, effective communication, and the ability to work autonomously.Key ResponsibilitiesCoordinate calendars, meetings, and schedulingManage email correspondence and ensure timely follow-upsPrepare, organize, and maintain documents, reports, and spreadsheetsConduct data entry and uphold accurate recordsAssist internal teams with various administrative functionsFacilitate process coordination and task tracking

About UsDigiCert stands at the forefront of intelligent trust, safeguarding the digital landscape by ensuring security, privacy, and authenticity in every interaction. Our innovative DigiCert ONE platform integrates PKI, DNS, and certificate lifecycle management, securing a wide array of assets including infrastructure, software, devices, messages, and AI content. Discover why over 100,000 organizations, including 90% of the Fortune 500, rely on DigiCert to combat modern threats and prepare for a quantum-safe future at www.digicert.comPosition OverviewIn the role of Senior Salesforce Administrator, you will collaborate closely with the Manager of Sales Systems and the Lead Salesforce Administrator to deliver exceptional declarative solutions while ensuring operational excellence across Sales, Service, Revenue, and Experience Cloud. You will focus on execution-heavy tasks including Flows, validation rules, permissions, user support, and data quality, enabling the team to operate more efficiently while upholding high standards.

PRIMARY RESPONSIBILITIESThe Laboratory Administration Specialist will play a vital role in supporting the Administrative Supervisor by effectively managing the administrative operations within the division.SPECIFIC RESPONSIBILITIESCompliance & Employee AdministrationOversee and track the induction and periodic medical schedules for laboratory personnel.Ensure timely scheduling and completion of all required medical examinations and inductions.Coordinate medical examinations for new hires and those exiting the organization.Issue exit medical certificates to the Laboratory Manager.Facilitate the onboarding process and administrative setup for new employees.Maintain accurate records of employee leave.Prepare and submit overtime and shift allowance claims for approval from the Laboratory Manager.Operational & Inventory ManagementEnsure sufficient stock levels in the laboratory to support continuous operations.Request supplier quotations and generate purchase requisitions as needed.Keep an updated inventory record.Conduct weekly inventory audits and stock control measures.Compile and submit monthly inventory reports to the Finance Department.Assist in the preparation and setup of boardroom facilities for meetings.Financial AdministrationPrepare monthly Pro Forma Invoices (PFIs) and tax invoices.Distribute PFIs and invoices to clients efficiently.Monitor client Purchase Orders (POs) and follow up as needed.Track client payments and manage allocations effectively.Compile and maintain aging reports for debtors.Support the Laboratory Manager in financial tracking and reporting tasks.General DutiesCarry out general laboratory tasks as required and within qualifications.Ensure a clean and organized working environment.Adhere to health and safety regulations.Maintain confidentiality in all communications.Comply with the laboratory's quality management system (ISO17025 and SANAS).Follow all quality and safety protocols of the SGS management system.Perform any other reasonable tasks assigned by the direct line manager.COMPLIANCE & AUTHORITYDiscontinue the use of any equipment deemed a safety hazard and address such issues promptly.Stop work that may compromise service quality and rectify the situation.Initiate formal improvement requests when deviations or non-conformities are identified.

Role OverviewThe Operations & Logistics Coordinator is responsible for establishing and overseeing the operational framework that supports the core functions of the business. This individual excels in creating structured processes, optimizing workflows, and executing tasks with meticulous attention to detail.Key ResponsibilitiesFinancial & Administrative Systems● Develop and manage bookkeeping systems using tools like Expensify or equivalent● Monitor expenses and ensure financial records are systematically organized● Assist in basic reporting and documentation tasksWebsite & Funnel Optimization● Enhance website pages for better clarity and conversion rates● Design and maintain straightforward marketing funnels● Upload and format educational materials for coursesProgram Administration● Edit and transform teaching materials into refined program assets● Organize digital resources and student materials● Maintain backend systems for group programsResearch & Compliance● Conduct initial copyright and trademark investigations● Assist in documentation for intellectual property safeguarding

Job TitleM&A Transaction CoordinatorJob OverviewWe are in search of an exceptionally organized and commercially savvy M&A Transaction Coordinator to provide support to a dynamic investment firm based in the UK, with a focus on strategic acquisitions. This crucial role plays an integral part in the mergers and acquisitions process, ensuring that every transaction moves seamlessly from the Letter of Intent (LOI) to final closure.You will collaborate closely with senior leaders, lenders, legal advisors, brokers, and sellers, managing comprehensive due diligence processes and steering deals towards successful and profitable outcomes. This is a thrilling opportunity for a detail-oriented professional who excels in high-stakes environments and enjoys influencing stakeholders without the need for direct authority.ResponsibilitiesServe as the primary liaison for all post-LOI communications among buyers, sellers, brokers, and relevant stakeholdersCoordinate and supervise the complete due diligence process, ensuring timely and accurate completion of all checklist itemsCollect, review, and evaluate financial, legal, and operational documentsMonitor transaction progression and ensure each deal moves efficiently towards resolutionCommunicate findings and outcomes to stakeholders in a clear and professional mannerCreate detailed business plans using company templates for lender presentationsCoordinate the generation of two-year financial projections with relevant CPAsAssist lenders in assembling comprehensive financial packagesConsistently follow up on outstanding documentation and information requestsProvide support to stakeholders facing challenges with document submissionWork with legal counsel to oversee the drafting and finalization of closing documentsTrack performance metrics and ensure due diligence processes remain on scheduleIdentify and implement process enhancements to optimize acquisition workflowsDeliver weekly progress reports outlining action steps, completed tasks, and proposed solutions to any challenges

ISTA Personnel Solutions South Africa is a rapidly expanding global BPO, collaborating with a US-based home care agency dedicated to providing essential healthcare support services across various states.We are on the lookout for a meticulous and proactive HR Compliance Coordinator to assist in managing employee records and ensuring continuous compliance within our workforce.This opportunity is perfect for individuals with a background in HR administration or recruitment who are highly organized, confident in communication, and adept at managing employee documentation in a fast-paced, compliance-focused environment.Important Details:Working Hours: Monday – Friday | 9:00 AM – 6:00 PM EST (3:00 PM – 12:00 AM South African time – subject to daylight savings).Public Holidays: This position requires work on both South African and US public holidays (SA public holidays compensated in accordance with the BCEA).Internet Requirements: A stable fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is required. Applications without a fixed fibre line will not be considered.Power Backup: Reliable backup solutions are necessary to manage load shedding or outages. Applications without power backup cannot be considered.Work Environment: Fully remote (South Africa WFH).Key Responsibilities:Oversee and manage employee compliance records, including licenses, certifications, and essential documentationMonitor and follow up on expiring documents to guarantee continuous complianceCommunicate with employees (caregivers) via phone and email to gather outstanding or updated documentationMaintain precise and current employee records within internal systemsAccurately record and preserve employee data within internal systemsUtilize internal dashboards and reporting tools to manage compliance workflowsEnsure all documentation adheres to regulatory and company standardsHandle high volumes of follow-ups in a structured and deadline-oriented environmentQualifications:Minimum of 1–2 years of experience in HR Administration, HR Support, or RecruitmentExperience with employee records management, onboarding, or compliance/document managementExceptional attention to detail and a high degree of accuracyOutstanding verbal and written English communication skillsProfessional phone demeanor (comfortable making frequent calls)Highly organized with the ability to manage multiple tasks and meet deadlinesAble to thrive in a fast-paced, KPI-driven environmentBasic computer proficiency, including MS Office and OutlookSelf-sufficient and capable of following structured processesIf you do not receive a response within 14 working days, please consider your application unsuccessful.

Rework Solutions is looking for a Verification and Benefits Coordinator to join the team remotely from South Africa. This role centers on managing verification processes and coordinating benefits to ensure clients receive dependable service. Key responsibilities Manage verification procedures for client accounts Coordinate benefits administration, including handling related documentation Support day-to-day operations with careful attention to detail Maintain accurate records and follow up on outstanding items promptly What helps in this role Strong organizational skills Keen attention to detail Ability to handle several tasks at once and prioritize effectively Remote work details This position is fully remote and open to candidates based in South Africa.

RHG seeks a Meetings & Events Coordinator based in Port Elizabeth. This role is responsible for planning, organizing, and executing meetings and events for clients, ensuring each occasion runs smoothly and leaves a lasting impression. The coordinator handles logistics and manages details so that every event reflects RHG’s standards for quality and service. Key responsibilities Plan and organize meetings and events from initial concept through completion Coordinate all logistics, including scheduling, vendor management, and on-site arrangements Collaborate with clients to understand their goals and expectations Deliver events that meet RHG’s quality and service benchmarks Requirements Strong organizational abilities Keen attention to detail Creative approach to event planning and solving challenges Enthusiasm for providing excellent client experiences

Job OverviewWe are seeking a highly organized and proactive Property Maintenance Coordinator to oversee maintenance operations for a diverse portfolio that includes Temporary, Permanent, and Supported Accommodation. In this pivotal role, you will ensure that all properties comply with relevant housing regulations, coordinate both reactive and planned maintenance, and maintain open lines of communication with contractors, tenants, and stakeholders.This position is perfect for a detail-oriented individual who excels in a remote work environment and possesses a background in property management, maintenance coordination, or facilities administration.Key ResponsibilitiesMaintenance & ComplianceManage maintenance and compliance activities across various properties.Handle HMO licensing, Temporary Exemption Notices, and ensure legal and safety standards are met.Maintain a centralized compliance register and schedule necessary inspections, servicing, and remedial works.Collaborate with property owners, service providers, and internal teams to execute compliance-related tasks.Job Management & ReportingLog, allocate, and track maintenance requests, ensuring progress is monitored until completion.Record all maintenance tasks accurately within internal systems.Identify and implement improvements to reporting and quality control processes within the Maintenance Department.Establish and monitor KPIs to assess team performance and service delivery.Finance & CoordinationManage invoicing for maintenance work and oversee rent deductions where applicable.Coordinate access to properties for contractors and inform tenants of upcoming works.Keep detailed records of completed works, invoiced amounts, and contractor communications.

Activate Talent seeks a Logistics and Procurement Coordinator to help maintain smooth supply chain operations. This is a remote role available to candidates living in South Africa. Key responsibilities Oversee logistics and day-to-day supply chain activities Coordinate procurement steps to ensure consistent operations Work with the team to provide reliable service and practical solutions Location This position is fully remote within South Africa.

Property AdministratorAre you a meticulous and detail-oriented administrator with a background in UK property management? Join a prestigious UK-based property firm and contribute to their operations from the comfort of your home in South Africa. As a Property Administrator, you will play a crucial role in the daily operations of property management—addressing tenant inquiries, coordinating maintenance tasks, and ensuring all documentation remains current. If you possess a comprehensive understanding of the UK property market and are passionate about delivering exceptional service, this opportunity allows you to advance your career while being part of a dynamic remote team.Key Responsibilities:Act as the primary contact for tenant inquiries, escalating issues when necessary.Collaborate with landlords, contractors, and letting agents to manage property maintenance and repairs.Oversee tenancy documentation, including lease agreements, renewals, and notices.Ensure adherence to UK property regulations (e.g., gas safety certificates, EPCs, deposits).Maintain and update property management systems and databases.Assist with the lettings and renewals process by preparing requisite paperwork.Support rent collection efforts and monitor arrears reporting.Create regular reports on property performance and maintenance concerns.

Join a dynamic team as a Property Administrator in a fully remote capacity! This role is exclusively available for candidates based in South Africa.Working Hours: 10:00 AM – 6:00 PM Sydney time(1:00 AM – 9:00 AM South African time)Commitment: 40 hours per week on a contract basis.Role Overview:The Property Administrator will play a crucial role in facilitating the daily operations of a burgeoning buyer’s agency. This position is centered on administrative support, coordination, and communication, allowing the lead agent to concentrate on strategy, client interaction, and property sourcing.If you thrive in environments that demand detail orientation, organizational skills, and the ability to juggle multiple tasks simultaneously, this is the perfect opportunity for you.Key Responsibilities: Administration & OperationsOversee and manage invoicingMaintain CRM systems and keep data up to dateHandle Building & Pest (B&P) administrationCoordinate with conveyancers for necessary documentationDisseminate exchanged contracts to brokersManage email correspondence and inbox prioritizationOrganize and distribute client merchandise packs Transaction & Deal SupportArrange pre-settlement inspectionsRequest and manage rental appraisalsCommunicate with property managersCoordinate with tradespeople as neededAssist with post-exchange and pre-settlement activities Client & Stakeholder CommunicationHandle daily client communicationsEngage with agents as necessaryManage ongoing deal correspondenceServe as a professional liaison throughout transactions Scheduling & LogisticsMaintain calendar managementCoordinate travel arrangementsEnsure adherence to key dates, deadlines, and follow-ups Market & Research SupportCompile Comparative Market Analysis reports and support research efforts