Administrative Specialist

Office Beacon is Hiring an Administrative Operations SpecialistWork Location: South Africa, JHB/PMB | Full-Time, Office Based - USA HoursAbout Our ClientOur client is an established ATM provider with over two decades of experience, servicing retail locations nationwide. From shopping malls and petroleum stations to nightclubs and more, they deliver end-to-end ATM solutions — from program selection and installation to transaction processing and ongoing support.Position Summary We are seeking a highly organized and self-motivated Administrative Operations Specialist to support the daily operations of a growing ATM deployment company. This role blends executive administrative support, scheduling coordination, and clerical responsibilities. The ideal candidate will be detail-oriented, tech-savvy, and able to manage multiple streams of communication and task coordination across departments and vendors.Key Responsibilities ● Serve as a primary point of contact for incoming calls and communications. ● Perform accurate and timely data entry across platforms such as QuickBooks, Google Drive, Slack, HubSpot, and others. ● Maintain organized digital documentation for record-keeping, reporting, and compliance. ● Coordinate with field technicians, the company bookkeeper, and the President through weekly status meetings and ongoing task tracking. ● Liaise weekly with the external marketing agency to monitor initiative progress, ensure campaign assets are current, and that key performance indicators (KPIs) are being met. ● Track and manage ATM parts and asset inventory, ensuring proper documentation and billing in QuickBooks for any parts replaced or serviced. ● Interface with sales associates to onboard new accounts and ensure smooth communication with internal departments. ● Maintain and monitor contracts, ensuring timely renewals and end-of-term awareness. ● Coordinate with vendors such as armored car services, ATM processors, and affiliate partners to fulfill client requests, manage cash orders, and maintain service quality standards.Preferred Qualifications ● 5+ years of experience in administrative or operations roles. ● Familiarity with tools including QuickBooks, Google Workspace (Docs, Sheets, Drive), Slack, and HubSpot. ● Strong organizational skills with attention to detail and deadlines. ● Experience collaborating with multiple departments or vendors. ● Proactive communicator with excellent written and verbal communication skills. ● Ability to manage confidential information with discretion.