Business Operations Systems & Automation Analyst

Role Purpose

You will evaluate, optimise, and automate the systems and processes supporting the end-to-end job lifecycle — from job initiation and cost capture to billing readiness and closure.

This role focuses on system effectiveness, process design, and scalability, ensuring accurate job costing, strong data integrity, and seamless flow from operations to finance.

Key Responsibilities

1. System Evaluation & Job Lifecycle Mapping

• Evaluate current systems used for: Job creation and tracking, Job costing (labour, subcontractors, transport, materials) and Billing readiness and closure

• Map the end-to-end job lifecycle: Job setup → execution → cost capture → completion → billing trigger

• Identify breakdowns such as: Missing or incomplete cost data, Weak linkage between job completion and billing, Data inconsistencies across systems

• Ensure full traceability from job → cost → revenue

2. Process Optimisation & Control Design

• Redesign workflows to improve workflows such as;

  • Data completeness at source,

  • Timeliness of job closure and billing readiness, Accuracy of job costing

  • Customer onboarding, Customer Master Data

• Define and implement process controls, including:

  • Mandatory data fields

  • Standard job closure requirements

  • Clear billing readiness criteria

• Eliminate fragmented tracking and manual workarounds

• Identify gaps, duplication, and inefficiencies across systems

• Drive standardisation of data structures and workflows across operations and finance

• Identify repeat issues and implement simple fixes (templates, data validations, standard work instructions).

3. Automation & Scalability (Core Focus)

• Identify and implement automation opportunities across workflows. Example: Job-to-cost data capture, Completion triggers for billing readiness, Exception alerts (missing data, pricing gaps, incomplete jobs)

• Build solutions using:

  • Excel (advanced formulas, dashboards, structured models)

  • Power Query (data consolidation and transformation)

  • Power Automate/VBA (workflow automation, approvals, alerts)

  Other Automation Tools/Skillsets

• Reduce: Manual data entry, Reliance on offline trackers. Cycle time across the job lifecycle

• Work with system owners / vendors to improve integration and data flow

4. Reporting & Operational Visibility

• Develop dashboards and trackers for:

  • Job status (open, in-progress, completed, billing-ready)

  • Job costing vs expected revenue

  • Cycle times across lifecycle stages

  • Exception tracking (missing data, delays, inconsistencies)

  • Customer Database

• Move reporting from reactive to proactive issue identification

5. Stakeholder Management

• Mobility Advisors, Billing and Operations teams – job execution, cost capture discipline, billing discipline.

• Finance (AR/GL) – downstream billing and reconciliation alignment, month-end support where needed.

• Drive accountability for data quality and process adherence across teams

Must-Have

• Diploma / Degree in Business, Operations, Accounting, Analytics or related

• 3–5+ years in: process improvement / system analyst roles/ project-based environments

• Strong understanding of end-to-end operational workflows / willingness to learn.

• Advanced Excel skills:

  • Structured models, XLOOKUP, SUMIFS, pivot tables

• Automation skills : Basic VBA/ Power Query/ Power Automate / equivalent skills

• Strong analytical and process-mapping capability

Highly Desirable

• Experience with:

  • Job costing / project-based systems (e.g., logistics, construction, services)

  • ERP / operations or billing systems

• Experience in process reengineering or system implementation

Traits That Matter

• Systems thinker (understands end-to-end flows, not just tasks)

• Proactive in identifying inefficiencies and closing gaps

• Strong ownership and follow-through

• Comfortable challenging existing processes