Multisite Operations & Admin Coordinator

Vine Recruitment; South Africa; On-site; ZAR 320,000 - 460,000; Full time

Job summary

Vine Recruitment is seeking an organised Operations Administration Coordinator for a well-established group of companies. This role supports production facilities, vehicle fleet, retail stores and property portfolio.

You will coordinate maintenance, service schedules, compliance documentation and day-to-day operations across multiple sites, with a focus on accuracy, timeliness and proactive problem solving. Strong administrative, follow-up and communication skills are essential.

Qualifications

• Relevant administrative qualification or equivalent experience.
• Previous experience in operations administration, maintenance coordination, fleet administration or a similar role will be advantageous.
• Strong organisational, planning and time-management skills.
• Good computer skills, particularly Excel and electronic record-keeping.
• Excellent communication and followup skills.
• Ability to coordinate multiple tasks and work with different departments and external service providers.
• Proactive, reliable and detail-oriented approach.

Responsibilities

• Manage job cards, capture data, track progress and coordinate maintenance activities.
• Schedule vehicle services, obtain quotes, raise POs, maintain vehicle records.
• Coordinate scheduled maintenance of plant and equipment across the group.
• Monitor fuel levels, oversee dipstick checks, coordinate fuel orders.
• Maintain digital records of invoices, job cards, service reports.
• Monitor spare parts and coordinate blade sharpening to minimise downtime.
• Track safety certifications, calibrations, tests and checks.
• Compile and submit claim docs, liaise with insurers, follow up on claims.
• Coordinate meetings, prepare minutes, source suppliers, compare quotes and manage follow-ups.

Skills

Organisational skills

Time management

Excel

Communication

Coordination

Detail-oriented

Education

Administrative qualification

Job description

Vine Recruitment is seeking an organised Operations Administration Coordinator for a well-established group of companies. This role supports production facilities, vehicle fleet, retail stores and property portfolio.

You will coordinate maintenance, service schedules, compliance documentation and day-to-day operations across multiple sites, with a focus on accuracy, timeliness and proactive problem solving. Strong administrative, follow-up and communication skills are essential.