HR Operations Administrator

Time Personnel; Cape Town; On-site; ZAR 240,000 - 380,000; Full time

Job summary

Time Personnel in Cape Town seeks an HR Operations Administrator to manage HR administration, employee records, and cross‑department scheduling. The role oversees daily operations, coordinates deliveries, installations, and staffing, while ensuring compliance and timely payroll preparation.

The successful candidate brings 4+ years of ops or HR coordination experience in manufacturing or similar settings, with strong Google Workspace proficiency and a valid driver’s license.

Qualifications

• Matric certificate or equivalent qualification.
• At least 4 years’ experience in operations, logistics or office coordination within manufacturing, construction, events or similar environment.
• Proven experience coordinating schedules for deliveries, drivers, installation teams and equipment.
• Minimum 2 years’ experience handling HR administration including leave management and payroll preparation.
• Confident using Google Workspace, spreadsheets, shared calendars and task management platforms.
• Valid driver’s licence.
• First aid certification or Health and Safety training advantageous.

Responsibilities

• Oversee daily operational planning, coordinating deliveries, installations, rentals, and staff schedules.
• Identify scheduling conflicts and address capacity issues across teams; escalate as needed.
• Arrange transport providers and freight for local and international shipments.
• Manage dispatch processes, packing docs, loading and checks for equipment.
• Coordinate with Finance to verify payments before goods release.
• Prepare site info, equipment needs and client contacts for installations.
• Prepare quotations and invoices; record opportunities in the shared pipeline.
• Administer rental schedule from bookings to dispatch and returns.
• Inspect returned rental equipment; document damage and arrange repairs.
• Monitor communications; log tasks and follow-ups in the management system.
• Submit weekly operational and staff reports to Head of Operations and MD.
• Maintain attendance, leave, overtime and payroll data for Finance.
• Support recruitment and onboarding including job ads, interviews and contracts.
• Maintain HR, statutory and workplace safety compliance (UIF, COIDA, EE reporting, safety training).
• Coordinate probation assessments and performance reviews within timeframes.

Skills

Operations coordination

HR administration

Payroll processing

Leave management

Google Workspace

Driver's license

First aid

Task management

Education

Matric / equivalent

Tools

Spreadsheets

Task management platforms

Job description

HR Operations Administrator job vacancy in Cape Town.

Do you have strong operations coordination and HR administration experience, with the ability to keep a fast-paced business organised and running smoothly?

Our client, a Cape Town-based manufacturer in Epping requires a hands-on Operations Coordinator to oversee hr administration / employee files and deal with customers managing scheduling of all orders.

You will act as the central point of coordination across departments, ensuring tasks are completed efficiently, issues are resolved proactively, and HR processes remain compliant and consistent.

Requirements:

• Matric certificate or an equivalent qualification.
• At least 4 years’ experience in operations, logistics or office coordination within manufacturing, construction, events or a similar operational environment.
• Proven experience coordinating schedules for deliveries, drivers, installation teams and equipment.
• Minimum 2 years’ experience handling HR administration within a South African business, including leave management, disciplinary procedures and payroll preparation.
• Confident using Google Workspace, spreadsheets, shared calendars and task management platforms.
• Valid driver’s licence.
• First aid certification or Health and Safety Representative training would be advantageous.

Duties and Responsibilities::

• Oversee daily operational planning, coordinating deliveries, collections, installations, rental activities, vehicles and staff schedules.
• Identify potential scheduling conflicts and address capacity issues between production, dispatch, rentals and installation teams, escalating where necessary.
• Arrange and follow up on transport providers, courier services and freight collections for local and international shipments.
• Manage the dispatch process, including packing documentation, loading procedures and final checks to ensure all tent components and equipment are accounted for.
• Liaise with the Finance department to verify that customer payments have cleared before goods are released.
• Coordinate installation projects by preparing site information, equipment requirements and client contact details for the installation team.
• Prepare quotations and invoices for rental and installation services, ensuring all opportunities are recorded on the shared sales pipeline.
• Administer the rental schedule, from confirming bookings and deposits to organising equipment dispatch and returns.
• Inspect returned rental equipment within one working day, document any damage, arrange necessary repairs and ensure applicable damage charges are invoiced.
• Monitor operational communications and requests, ensuring tasks, changes and follow-ups are recorded and actioned through the relevant task management system.
• Compile and submit weekly operational and staff reports to the Head of Operations and Managing Director.
• Maintain accurate records of employee attendance, leave, overtime and absences, preparing monthly payroll information for Finance.
• Support the recruitment and onboarding process, including job advertising, interview arrangements, employment contracts, inductions and new employee checklists.
• Maintain HR, statutory and workplace safety compliance, including UIF, COIDA, applicable Employment Equity reporting, health and safety appointments, and first aid and fire safety training.
• Coordinate probation assessments and performance reviews, ensuring that scheduled discussions take place within the required timeframes.