Administrator - Operations

We are recruiting for an Operations Administrator in our office in Claremont, Cape Town.

Main purpose of the job including responsibilities:

The Operational Administrator is a pivotal member of the operations team, responsible for ensuring that operational cases are accurately prepared, validated, and transitioned for financial processing. This role supports the integrity of case data, facilitates timely invoicing and billing, and contributes to continuous process improvement. It also includes a strong focus on resolving administrative queries, enhancing case documentation, and maintaining high standards of accuracy and compliance.

What we are looking for:

— A high degree of accuracy and attention to detail.

— A positive, helpful attitude, willing to work co-operatively with other members of the team.

— PC skills with good knowledge of Microsoft packages.

— Ability to identify when it becomes appropriate to escalate a problem.

— Strong customer focus with excellent verbal and written communication skills in English

— Strong diplomatic communicator at all levels; verbally and written to build and maintain internal and external relationships.

— Effective time management to be able to multi-task, prioritise to meet varying tasks and deadlines.

— Highly adaptable, with a flexible approach to work,willing to do what is required to ensure that the team achieves its objectives while remaining focused on quality.

— The ability to work well both independently and as part of a team.

As we are expecting a high volume of applicants, the vacancy may close sooner than advertised. We are ideally looking for candidates with experience in working in an administrative role in an assistance company.

About The Role

Key activities/main duties:

Case Preparation & Validation

• Review operational cases to ensure all required data is complete and accurate.
• Confirm that services have been delivered in accordance with contractual terms.
• Liaise with operational teams to resolve any discrepancies or missing information.
• Improve the quality and consistency of case documentation through proactive updates and corrections.

Administrative Query Resolution

• Act as a point of contact for internal and external administrative queries related to operational cases.
• Investigate and resolve issues promptly to avoid delays in processing.
• Maintain a log of recurring queries to identify trends and recommend preventative measures.

Invoice Readiness & Billing Coordination

• Ensure all provider documentation (e.g., medical records, approvals) is received and validated.
• Confirm cases meet criteria for provider invoicing and client billing.
• Collaborate with the finance team to ensure accurate and timely invoicing.
• Escalate issues that may impact financial processing timelines.
• Work closely with the finance team to ensure accurate and timely client invoicing.

Back-Office Support & Data Accuracy

• Monitor and update operational systems to reflect accurate case status and billing readiness.
• Perform regular audits of case data to ensure compliance and accuracy.
• Support the creation and maintenance of service authorisation plans and letters of guarantee

Process Improvement & Compliance

• Identify opportunities to streamline case readiness and billing processes.
• Ensure compliance with internal policies and external contractual obligations.
• Support audits and reporting requirements as needed.

Required Criteria

• High degree of accuracy and attention to detail
• Good PC skills
• Strong customer focus with excellent verbal and written communication skills in English
• Experience of working in Administration in a (Medical) Assistance company

Desired Criteria

• Invoice and Billing experience

Salary

R15,400.00 - R18,750.00 per month