O&M Operations Coordinator

To operate the daily O&M administrative workflow that converts maintenance plans, site/contractor requirements, handover deliverables, service reports, warranty events and management decisions into ready work, controlled evidence, timely escalation and verified closure across SolarAfrica’s onsite and utility-scale portfolios.

Position of the job in the organisation: The O&M Operations Coordinator reports to the O&M Planning & Operations Support Manager.

Principal responsibilities

Maintenance Scheduling, Work Orders & Dispatch Readiness

• Maintain the 12-month preventive/statutory maintenance calendar and create work orders at least 3 months ahead.
• Ensure work orders are linked to the correct site, asset, contract, contractor, scope and service level.
• Complete readiness checks covering access, permits, H&S files, resources, tools, spares, instructions, outage approvals and dispatch packs.

Contractor Reports, Actions & Evidence Closure

• Receive, log and quality-check maintenance reports; route for technical review and update actions with owners and due dates.
• Prevent closure without the required reports, photos, test results, time/cost records, site confirmation and approvals.
• Track ageing items, repeat visits, no-access events, rejected reports, overdue actions and contractor scorecard inputs.

Access, Compliance, Competence & Contractor Records

• Maintain staff and contractor records, including onboarding, scope/rates, insurance, competence, training, medical fitness, inductions, H&S documents, access and expiries.
• Coordinate customer/site compliance packs, retain proof of acceptance and maintain site-specific permit, environmental, emergency and access requirements.
• Escalate critical expiries or missing evidence before mobilisation or dispatch.

Handover, Documents, Master Data & Change Records

• Maintain the Projects-to-O&M handover register, evidence dossier, decision trail, defect actions and 90-day hypercare log.
• Control current as-builts, manuals, warranties, commissioning records, site plans, emergency procedures, contracts and work history.
• Maintain master data, owners, permissions, evidence links, audit trails and approved change records in Dynamics, Simpro and SharePoint.

Contract, Warranty & Commercial Workflow Support

• Maintain obligation dates, service-authority status, fee/invoicing profiles, renewals, expiries and commercial owners.
• Log ASRs, quotations, variations, claims, warranty events, OEM correspondence, replacements and recovery status.
• Compile warranty, ASR and invoice evidence packs for manager review and track decisions that create an O&M obligation, risk or change.

Procurement, Payment & Vendor Administration

• Raise and track approved purchase requisitions, purchase orders, approval workflows and invoice approvals.
• Compile contractor/supplier payment-support packs and verify invoices against work orders, reports, delivery notes, quotations and goods-received evidence.
• Coordinate supplier/contractor onboarding, vetting and compliance-document follow-up.

Inventory & Materials Coordination

• Maintain inventory transaction records, stock movements and approved consumable master data.
• Coordinate stock issues, returns, transfers and allocations between stores, sites and contractors.
• Support Procurement with inventory accuracy, reconciliations, critical spare availability and shortage escalations.

Contract Administration & Renewal Coordination

• Maintain the contract-renewal, notice, expiry and critical milestone register.
• Coordinate renewal workflows between O&M, Legal, Procurement, Asset Management and suppliers.
• Follow up reviews, signatures, approvals and supporting documents until executed agreements, amendments and schedules are filed.

Reporting, Audit Support & Continuous Improvement

• Prepare weekly exception and monthly control reports from agreed sources and definitions.
• Assemble indexed evidence for customer, lender, insurer, regulator, due-diligence and audit requests.
• Complete quality checks, identify repeat issues, duplicate entries and automation opportunities, and maintain leave-cover checklists.

Experience & Skills

• 3–5 years in O&M coordination, maintenance planning, service operations, facilities/field-service administration, contract administration or document control in an asset-intensive environment.
• Renewable-energy, utilities, telecoms, facilities, manufacturing or multi-site field-service experience; solar PV/BESS exposure advantageous rather than mandatory.
• Demonstrated use of a CMMS/field-service system to create and track work orders, schedules, service reports, evidence and closure.
• Experience administering contractor compliance, access packs, competence/expiry records, controlled documents or handover dossiers.
• Strong ERP/CMMS/document-management and Excel capability; Dynamics 365, Simpro, SharePoint and Power Automate experience advantageous.
• National Diploma or equivalent NQF 5/6 qualification in Business Administration, Project Management, Supply Chain, Maintenance Planning, Document Control or a related field; equivalent relevant experience considered.
• Valid driver’s licence and willingness to travel to distributed and utility-scale sites.

Specific attributes

• Relentless follow-through and disciplined prioritisation in a high-volume environment.
• High accuracy and evidence orientation; comfortable rejecting incomplete submissions.
• Calm, clear communication with technicians, contractors, customers and corporate functions.
• Able to distinguish an urgent safety/commercial exception from routine administration.
• Systems-minded and willing to simplify or automate repetitive work.
• Comfortable escalating early while preserving constructive working relationships.

What Does Success Look Like?

By 3 Months

• I will understand every recurring workflow, service level, owner, approver and escalation route.
• I will have cleansed the critical site, contractor, access, obligation, warranty and work-order records assigned to me.
• I will operate the 14-day/7-day readiness checks, report-to-action workflow and “no evidence, no closure” rule consistently.

By 6 Months

• I will sustain the rolling schedule and agreed work-order, report-review, access and record-control service levels.
• I will maintain complete handover/hypercare dossiers and warranty/ASR/invoice evidence packs for manager review.
• I will have reduced aged assigned actions and unsupported closures by at least 50% from the 3-month baseline.

By 12 Months

• I will sustain the three role KPIs with audit-ready evidence and no unreported critical control misses.
• I will have documented standard work and leave-cover checklists for every critical recurring control.
• I will provide accurate workload, cycle-time, rework and exception data for the annual capacity review.

Core Values

We hire, reward, and recognise our team against these values. It is imperative that you believe in these values and demonstrate them consistently.

• We are passionate and proud of what we do.
• We communicate candidly, especially when it is difficult
• We take the initiative, share our mistakes, and grow together
• We are dependable and take accountability
• No one person is bigger than the solution - no egos.

We are currently only considering candidates based in South Africa with valid working rights. Unfortunately, we are unable to consider applications from outside the country at this time.