OPERATIONS ADMIN COORDINATOR

West Coast Personnel; Paarl; On-site; ZAR 180,000 - 280,000; Full time

Job summary

West Coast Personnel in Paarl is seeking an organized Maintenance Administration Assistant to manage job cards, capture data and coordinate daily team checks and servicing.

You will schedule services, monitor spare parts, coordinate with suppliers, maintain records and support safety and insurance processes while ensuring accurate documentation.

This full-time role requires a matric certificate and at least three years in a similar role, with own transport and reliable, detail-oriented work.

Qualifications

• Excellent organisational, administrative and follow-up skills.
• Accurate data capturing and record-keeping abilities.
• Reliable, detail-oriented and able to follow instructions.
• Ability to coordinate multiple tasks and service providers.

Responsibilities

• Maintenance Administration: Manage job cards, track maintenance tasks, capture data and coordinate daily team checks and servicing.
• Fleet Maintenance: Schedule vehicle services and repairs, source quotations, raise purchase orders and maintain repair records.
• Preventative Maintenance: Coordinate weekly maintenance schedules for plant and equipment across multiple sites.
• Fuel Monitoring: Monitor diesel and paraffin levels, track daily dipstick checks, place orders and liaise with suppliers.
• Document Control: Maintain accurate electronic records of invoices, job cards and service reports.
• Spare Parts: Maintain critical spare parts availability and coordinate blade-sharpening cycles to minimise downtime.
• Safety Compliance: Coordinate fire equipment certification, equipment calibrations, pressure testing and load testing.
• Insurance Claims: Submit supporting documents, liaise with insurers and follow up on claims through to settlement documentation and closure.
• Director Support: Schedule meetings, take minutes, source suppliers, compare prices and follow up on outstanding tasks.

Skills

Organisational skills

Administrative skills

Data capture

Attention to detail

Follow instructions

Task coordination

Education

Matric certificate

Job description

Key Responsibilities

• Maintenance Administration: Manage job cards, track maintenance tasks, capture data and coordinate daily team checks and servicing.
• Fleet Maintenance: Schedule vehicle services and repairs, source quotations, raise purchase orders and maintain repair records.
• Preventative Maintenance: Coordinate weekly maintenance schedules for plant and equipment across multiple sites.
• Fuel Monitoring: Monitor diesel and paraffin levels, track daily dipstick checks, place orders and liaise with suppliers.
• Document Control: Maintain accurate electronic records of invoices, job cards and service reports.
• Spare Parts: Maintain critical spare parts availability and coordinate blade-sharpening cycles to minimise downtime.
• Safety Compliance: Coordinate fire equipment certification, equipment calibrations, pressure testing and load testing.
• Insurance Claims: Submit supporting documents, liaise with insurers and follow up on claims through to settlement documentation and closure.
• Director Support: Schedule meetings, take minutes, source suppliers, compare prices and follow up on outstanding tasks.

Minimum Requirements

• Matric certificate.
• At least 3 years’ experience in a similar role.
• Own reliable transport.
• Preferably based in Paarl or surrounding areas.
• Excellent organisational, administrative and follow-up skills.
• Accurate data capturing and record-keeping abilities.
• Reliable, detail-oriented and able to follow instructions.
• Ability to coordinate multiple tasks and service providers.