Operations & Finance Coordinator

The Operations & Finance Coordinator will work closely with management, customers, suppliers and field teams. The position combines basic finance and bookkeeping responsibilities with project administration, purchasing, documentation and operational coordination. This is not intended to be a purely accounting position. The successful candidate must be comfortable working across different areas of a growing contracting business.

Key Responsibilities

Finance & Accounts Support

• Prepare and maintain customer invoices.
• Record supplier invoices and expenses.
• Maintain accounts receivable and accounts payable records.
• Follow up outstanding customer payments.
• Maintain petty cash and expense records.
• Assist with monthly payroll preparation.
• Maintain employee salary, overtime and allowance records.
• Reconcile basic financial transactions.
• Maintain organized digital records of invoices, receipts and payments.
• Assist management with monthly income and expense summaries.
• Coordinate with the company's external accountant or tax consultant.
• Maintain project-specific cost records.
• Track payments against purchase orders and contracts.

Quotations & Commercial Documentation

• Prepare quotations using company templates.
• Maintain quotation numbering and records.
• Prepare commercial proposals and supporting documentation.
• Receive and record customer purchase orders.
• Maintain PO, invoice and delivery-document records.
• Assist with supplier quotation comparisons.
• Maintain pricing and supplier databases.
• Support management in preparing cost breakdowns for projects.

Procurement & Supplier Coordination

• Obtain quotations from suppliers.
• Coordinate purchases of cables, fibre materials, tools, PPE and project equipment.
• Maintain approved supplier records.
• Track purchase orders and deliveries.
• Coordinate material collection and site delivery.
• Maintain project material records.
• Follow up suppliers regarding availability and delivery schedules.

Operations

• Maintain project files and job records.
• Coordinate technicians, riggers, helpers and subcontractors.
• Maintain employee and subcontractor documentation.
• Prepare and maintain attendance and timesheets.
• Track overtime and field allowances.
• Coordinate project mobilization.
• Maintain client documentation and correspondence.
• Support site teams with documentation and material requirements.
• Maintain certificates, IDs, training records and employee documents.
• Assist management with project progress tracking.