We take care of the work behind the work: the follow-ups, tenders, reports, processes, project trackers and deadlines. We bring structure, efficiency and execution as your outsourced operations team, as ongoing support or for a specific project. You focus on growth. We make sure the business keeps moving.
- Chase supplier about late deliveryHandled
- Explain the process to new staff againSOP'd
- Find out why the project slippedTracked
- Get the RFQ submitted before the deadlineSubmitted
Sample: how your week changes
An operations team you retain, not one you employ.
Every growing business depends on work that doesn’t always get seen: tenders, reports, processes, project trackers, documentation and admin. When it all falls on the owner or leadership team, growth becomes difficult. Traditionally that means hiring an in-house team, with salaries, cost to company, recruitment, office space and labour-law risk.
The Ops Office is your operational backbone. We don’t just take tasks off your plate. We bring structure, accountability and execution, as ongoing support or for a specific project, without building, paying for or managing an in-house department.
Book a callWe take care of the work behind the work.
Eleven services, one operations office. Structure, capacity and execution for businesses that aren’t ready to build a full internal operations team. Great businesses don’t just need a strategy. They need the operations to make it happen.
Tendering
RFQs, RFPs and RFBs prepared, compliant and submitted on time, with the whole bid coordinated for you.
Accounting
Bookkeeping, invoicing and financial records kept accurate and up to date, so you always know where you stand.
Project Management
Planning, coordination and tracking, so projects land on time and everyone knows who owns what.
Administrative Support
Scheduling, follow-ups, correspondence and deadlines handled, so the day-to-day runs smoothly.
Human Resources
Onboarding, employee records, leave and HR admin run to a clear, consistent process.
Client Relations
Client follow-ups, queries and communication handled professionally, so no client falls through the cracks.
Vendor & Contract Management
Suppliers, contracts and renewals tracked, so nothing expires unnoticed and vendors deliver as agreed.
Documents & Records Management
Contracts, policies and records organised, secure and easy to find when you need them.
Business Strategy
Turning plans into practical action, with clear priorities, owners and next steps.
Process Development & Polishing
We map how work gets done, fix the friction and document processes your team can follow.
Training
Practical training that equips your team to run processes confidently, without you.
Ongoing or once-off
Retain us monthly as your operations office, or bring us in for a specific project, like a single tender. Flexible, and designed around your business.
Book a callAccounting and HR: we run the admin, records and processes. Your registered accountant and labour-law adviser sign off where the law requires it.
That's an operations job. You shouldn't have to carry it all yourself.
“Before I've had coffee there are already 23 WhatsApps waiting for me to decide something.”
“The supplier missed the delivery again, and I'm the only one who'll actually chase it.”
“I've explained this process three times. Why isn't it written down anywhere?”
“The strategy session got cancelled. Again. Something was on fire.”
“The RFQ closes on Friday and nobody has pulled the documents together.”
“I'll do the reports and invoices tonight, when it's quiet.”
When everything runs through you, growth slows down. Here’s what changes when we step in.
What you getServices, one partner
Admin, tendering, projects, accounting, HR, training, processes, client relations, records and vendors, coordinated by one office.
Everything behind the workTo get started
From your call to your operations being supported in about a week. No recruitment, no onboarding months.
Onboarding timeDedicated lead
A full operations team behind you, with one dedicated lead who knows your business and owns the results.
A team, with one accountable leadNew hires needed
No recruitment, payroll, levies, desk or laptop to add. You get the capacity without the overhead.
Without the overheadTenders on time
RFQs, RFPs and RFBs coordinated end to end, so good opportunities don’t get rushed or missed.
TenderingOngoing or once-off
Retain us for ongoing support, or bring us in for one specific project, like a single tender.
Flexible, around your businessOne operations office. Every leader covered.
Owners, CEOs, MDs, COOs, CTOs and HR leads each feel the operations gap differently. Here's what outsourcing it to The Ops Office changes for you.
“If I step away for a week, everything slows down. Sometimes it stops.”
That's me“I set the strategy. Then I watch it stall somewhere between departments.”
That's me“I'm accountable for the numbers, but I can't see what's actually happening day to day.”
That's me“I'm meant to improve operations, but I spend all day just keeping them alive.”
That's me“I should be leading technology, not chasing invoices, renewals and status updates.”
That's me“I'm meant to be building culture, and instead I'm buried in paperwork.”
That's meTell us what you need. We’ll shape the support around it.
Slide each area to how much help you’d like. See what comes off your plate, then book a call and we’ll design the plan, and its costing, around your business.
Not needed · A little help · Regular support · Fully handled
Your costing is tailored to your plan and shared on the call. No obligation. Support can start within 1 week.
A real operations team, not a call centre.
The Ops Office is a full operations business led by founder Bernadette Chiwala. You get a dedicated team that learns your business, with one accountable lead, not a rotating queue of strangers.
“Bernadette is an excellent manager who has great written communication skills… She is committed to excellence and professionalism.”
“She brought a strong sense of ownership, organisation, and calmness to her work, even when things got busy… a dependable and people-focused operations professional.”
Getting started is simple.
No long contracts to sign before you've seen the value. You'll agree the scope before anything starts.
Tell us what's weighing on you
A free, confidential 30-minute call.
We map your operations
Where your time and money are leaking, and why.
You approve your plan
A written scope, ongoing or once-off.
We run your operations
Monthly, documented and reported back to you.
Fair questions, honest answers.
“Can you help with one tender or project only?”+
Yes. Some businesses retain us for ongoing operational support; others bring us in for a specific project, such as an RFQ, RFP or RFB, a process improvement or a reporting set-up. Project work is scoped and quoted upfront.
“Nobody knows my business like I do.”+
True, and we won't pretend otherwise. That's why we start by mapping how your business actually works, and we write it all down. You stay the decision-maker, and we take on the execution.
“Will I lose control?”+
The opposite. For many owners it's the first time they can see everything: what's done, what's late and who owns what, in a monthly report. You approve the scope and set the priorities.
“I already have an operations person.”+
Good. We support them rather than replace them. We take the admin, documentation and coordination load off their desk so they can focus on improvements, and we cover gaps when they're on leave.
“What's the minimum contract and notice period?”+
Minimum term: . Notice: . Everything is agreed in writing before work starts.
“Do you work remotely or on-site?”+
. We’re based in South Africa and work with businesses in any city or country: remotely day to day, and on-site when the work needs it. Working hours: . Areas covered: .
“How quickly can you start?”+
Onboarding takes from the signed scope. The first thing we do is map your operations.
“Isn't this just a virtual assistant?”+
A VA does tasks you hand over. We take ownership of outcomes: designing processes, running projects, managing suppliers and reporting back.
“Can I trust you with my information?”+
Confidentiality is built into every engagement, and we handle personal information in line with POPIA. Access is limited to what the work needs.
“How does working with you work?”+
We agree the operational areas you need, from tenders and projects to reporting and processes, and how much support each needs. You get it in a written scope. Ongoing support runs monthly; a specific project is scoped once-off. Your costing is shared on the call, tailored to your plan.
“Why not just hire an operations person?”+
You can, and some businesses do. We suit businesses that need more structure, capacity and execution but aren’t ready to build a full internal operations team. We can start with one area and grow with you.
Outsource your operations.
A free, confidential 30-minute call to see how we can support your operations. No obligation. You'll leave with:
- 1A clear picture of where your time is going, and what to hand off first
- 2An honest view of whether outsourcing is right for you (sometimes it isn't)
- 3A tailored operations plan and its costing, if it's a good fit, with support starting within 1 week
First, a few quick questions
So your call is about your business, not a sales pitch. Takes 30 seconds.
1. You are the…
2. Team size
3. Where do you need help most?
4. Who runs operations today? optional
5. When would you like help? optional
When suits you?
Next available weekdays
Pick a time
30-minute video call
All times in SAST (UTC+2)