Client Operations & Admin Coordinator

RecruitMyMom; Cape Town; Hybrid; ZAR 200 000 - 300 000; Part time

Job summary

A growing marketing consultancy is seeking a highly organized Client Operations & Administration Coordinator. This part-time, hybrid role involves managing client communications, contractor coordination, and invoicing, ensuring everything runs smoothly. The ideal candidate has over 5 years of administration experience, is proactive, and detail-driven. Work will start at 4 to 8 hours per week and grow as the business expands, primarily remote with weekly meetings in Cape Town Southern Suburbs.

Qualifications

• Over 5 years of administration experience required.
• Strong at managing multiple moving parts.
• Calm, reliable, and consistent demeanor.

Responsibilities

• Act as the main administrative contact for clients post-sale.
• Manage the founder's calendar for sales calls.
• Track invoices issued and payment status.

Skills

Organisation

Proactive follow-up

Client communication

Process-oriented

Detail-driven

Managing multiple tasks

Job description

Southern Suburbs, Cape Town, South Africa | Posted on 29/01/2026

• Location Type Hybrid (Part office, Part remote)
• Remuneration Term Per Hour
• Date Opened 29/01/2026
• State/Province Western Cape
• City/Town Southern Suburbs, Cape Town
• Country South Africa

Job Description

A busy, growing marketing consultancy seeking a highly organised, proactive Client Operations & Administration Coordinator, for 4 to 8 hours per week, to take ownership of the day-to-day administrative running of the business. This role exists to ensure that clients, contractors, timelines, costs, contracts, and communication are tightly managed and followed up. It is not a project management, delivery, or strategy role. Instead, it is an operational coordination role focused on execution, clarity, documentation, and follow-through.

You will work directly with the founder, whose focus is sales, strategy, and data/product development. Your role is to ensure that once work is agreed, everything runs smoothly, on time, and exactly as documented. This is a part-time, virtual role (ideally candidate needs to be Cape Town Southern Suburbs based) that will start small and expand in scope and hours as the business scales.

Responsibilities

• Client Administration and Communication
  • Act as the main administrative point of contact for clients post-sale
  • Schedule and manage client check-ins, follow-ups, and review calls
  • Track feedback timelines and ensure responses are received
  • Collect post-delivery feedback, testimonials, and client satisfaction inputs
• Contractor Coordination
  • Request, collect, and organise contractor quotes
  • Track approved scopes, timelines, and cost structures
  • Follow up to ensure delivery aligns with agreed timelines and budgets
  • Flag delays, risks, or scope changes early
• Contracts, SLAs and Documentation
  • Prepare and manage client SLAs and annexures
  • Document deliverables, timelines, and responsibilities
  • Maintain accurate, up-to-date project records
• Sales and Calendar Support
  • Manage the founder’s calendar for sales calls and follow-ups
  • Track next steps and ensure actions are completed
  • Draft quotes based on agreed scopes and pricing
• Invoicing and Payments
  • Track invoices issued and payment status
  • Follow up professionally on overdue payments
  • Maintain visibility of billed vs paid work
• Quality Control
  • Ensure projects are administratively clean and well-tracked
  • Maintain order across tools, documents, and communications
  • Identify process gaps and suggest improvements

Requirements

• 5+ years' administration experience
• Highly organised and detail-driven
• Proactive and comfortable following up without being prompted
• Strong at managing multiple moving parts
• Confident communicating with clients and contractors
• Process-oriented and systems-minded
• Calm, reliable, and consistent

What Success Looks Like

• Nothing slips through the cracks
• Contractors deliver what was agreed, when it was agreed
• Clients feel informed, supported, and followed up
• Admin, contracts, and invoicing run smoothly
• The founder can focus on sales, growth, and product development
• 20-30 hours a month to start and hours will grow
• Mostly remote - weekly meetings in-office in Cape Town Southern Suburbs