Job Description

On the job, the Business Operations Administrator will:

• Travel Management:

• Coordinate and book international travel for employees with our travel agency including flights, accommodations, car rentals, and travel insurance.
• Facilitate visa applications and ensure compliance with relevant travel regulations.
• Research and recommend cost-effective travel options while maintaining high-quality standards.
• Handle travel-related inquiries and provide assistance to employees as needed.

• Office Administration:

• Oversee day-to-day office operations to ensure a clean, organized, and efficient working environment.
• Liaise with Innovation City (where we are based) for office related issues and deliveries.
• Manage office supplies inventory and place orders as needed.
• Coordinate maintenance, purchasing and repairs for computer equipment together with our computer technician.
• Ensure that our asset schedule is up to date for insurance, and collect data for insurance claims.
• Assist in the onboarding process for new employees, including setting up workstations, laptops and providing necessary resources.
• Manage the offsite storage facility.
• Leadership Team Administration:

• Provide administrative support to the leadership team, including scheduling meetings, managing calendars, and any other work-related tasks.
• Support the Director of People with event organisation and staff welfare activities.
• Assist with the preparation and distribution of reports, presentations, and correspondence as relevant.
• Procurement:

• Coordinate the ordering of promotional & marketing items (inclusive of swag) and office supplies, ensuring timely delivery and adherence to budgetary constraints.
• Maintain relationships with vendors and negotiate favourable terms and pricing.
• Finance:

• Support the Business Operations Manager with:-

• Calling and emailing banks (local and US-based) to order/cancel cards, organise travel and resolving bank issues as needed
• Meticulous filing and organisation of documentation
• Following up with overdue payments from students
• Following up on outstanding invoices to be submitted, either internally or externally.
• Daily reconciliation of Zelle payments.
• Ensure that invoices are processed timeously and managed on the appropriate platforms such as Dext and Xero. Reconcile Dext invoices to Xero on a daily basis.
• Attend to requests from staff, students and parents for supplier details information, iX bank details information for invoices and payment requests.
• USA and ZA card payments/online bookings. Follow payment SOPs before payment can be made.
• Ensure costs are monitored and in line with budget.

The ideal candidate will have the following skills and experience:

• Hold a Bachelor's Degree or Diploma.
• At least 3 years proven experience in a similar administrative role, preferably in a fast-paced environment.
• Has strong organisational skills with high attention to detail.
• Is comfortable to work independently in a hybrid work environment.
• Demonstrates strong communication and written skills, with the ability to present information clearly.
• Proficiency in Google Suite: Google Docs, Sheets, Slides, etc.
• Tech-savvy and data-driven.
• Has the ability to juggle multiple priorities and work with cross-functional team members across the organisation.
• Deals well with ambiguity and is comfortable with effective decision making.
• Is action-oriented and results-driven.
• Has exceptional communication skills, both verbal and written.
• Is comfortable dealing with higher management.
• Experience with travel booking systems and familiarity with visa application processes is a plus.
• Has their own transport.

Joining iXperience offers the opportunity to be part of a dynamic team dedicated to excellence in Education. If you are a proactive and resourceful individual with a passion for operations management, we encourage you to apply for this exciting opportunity!

iXperience