Business Automation Specialist

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 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 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). 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 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 Stakeholder Management • Work closely with: • 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 Requirements Qualifications & Experience 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 Personal Attributes • 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