Purpose
The Operations Administrator is responsible for ensuring operational accuracy, timely reporting, regulatory compliance, and high-quality client service within the Green Energy Fund. The role supports the end-to-end administration of renewable energy assets, including deal onboarding, treasury processing, monitoring of site performance, arrears management, and fund reporting.
This position plays a critical role in maintaining data integrity, supporting governance processes, and contributing to the efficient functioning of the Alternative Asset Management business unit.
Key Responsibilities
1. Data and Document Management
- Ensure accurate management of client data, financial records, and operational documentation.
- Maintain all client and operational records in line with regulatory requirements and audit standards.
- Ensure documentation is accurate, up to date, and easily accessible.
- Maintain and update the asset register.
2. Client Communication
- Handle client queries via email and telephone in a professional and responsive manner.
- Maintain Fedgroup’s SLA by responding to client queries within 48 hours.
- Maintain positive relationships with clients, partners, and attorneys through clear and effective communication.
- Take ownership of communication within scope of knowledge and escalate where appropriate.
3. Financial Administration & Treasury Support
- Identify and load payments on the treasury sheet.
- Link all payments received to the cashbook.
- Conduct monthly reconciliations.
- Support credit control processes, including issuing invoices, tracking payments, and following up on outstanding balances.
- Assist with income generation tracking for Impact Farming and related products.
4. Deal Origination & Onboarding Support
- Upload credit and construction documentation.
- Attend weekly meetings with EE and provide administrative support.
- Load PP/LTO products upon commissioning.
- Capture site purchases in the system.
- Identify upcoming commissioning dates.
- Flag missed commissioning dates to relevant stakeholders.
- Assist with onboarding of new products or sites into the system.
5. Deal Monitoring & Asset Administration
- Identify and follow up on arrears and late payments on a monthly basis.
- Prepare and manage arrears tracking.
- Load annual tariff updates.
- Conduct monthly PP/LTO statement reviews.
- Identify and escalate data or system issues (e.g., communications, generators, site performance).
- Identify sites that are not reading and follow up accordingly.
- Monitor solar site performance and prepare related reports.
6. Fund Reporting
- Prepare monthly fund reports.
- Prepare monthly arrears reports.
- Prepare and distribute monthly payment and performance reports to internal and external stakeholders.
- Ensure completeness and accuracy of all reporting outputs.
7. Governance, Compliance & Insurance
- Ensure all processes comply with regulatory requirements and internal governance policies.
- Support governance and risk management processes for the fund.
- Coordinate with attorneys and legal teams to ensure timely delivery of required documentation.
- Administer property insurance policies and ensure timely renewals.
- Act as a point of contact for legal and insurance-related queries.
8. Operational Support & Process Improvement
- Contribute to the smooth functioning of team operations through organised record keeping.
- Organise and prioritise tasks effectively to meet deadlines and team objectives.
- Collaborate with the team to identify and implement process improvements.
- Suggest and implement small-scale operational enhancements to improve efficiency.
- Provide administrative support for additional projects and tasks as assigned.
Key Competencies
- Strong attention to detail and data accuracy
- Excellent organisational and time management skills
- Strong communication skills (written and verbal)
- Ability to prioritise and meet deadlines
- High level of professionalism and client service orientation
- Sound understanding of governance and compliance requirements
- Ability to work independently while contributing to a team environment
Minimum Requirements
- Relevant tertiary qualification in Finance, Accounting, Business Administration, or related field
- 2–4 years’ experience in financial administration, fund administration, or asset management
- Experience in renewable energy, property funds, or alternative investments (advantageous)
- Proficiency in Microsoft Excel and financial systems
- Understanding of reconciliations, reporting, and cashbook processes