Operations Admin Coordinator

West Coast Personnel; South Africa; On-site; ZAR 355,000 - 426,000; Full time

Job summary

West Coast Personnel is seeking an Operations Admin Coordinator in Paarl, Western Cape. The role oversees maintenance administration, fleet upkeep, safety checks and document control while coordinating supplier activity and insurance processes.

You will manage job cards, capture data and track daily checks, ensuring accurate records and timely follow-ups. A minimum of 3 years in a similar role and own transport are essential for this on-site position.

Qualifications

• Matric certificate is required.
• At least 3 years’ experience in a similar role.
• Own reliable transport is required.
• Based in Paarl or surrounding areas preferred.
• Excellent organisational, administrative and follow-up skills.
• Accurate data capture 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 tasks, capture data and coordinate daily checks.
• Fleet Maintenance: schedule services/repairs, raise POs and maintain repair records.
• Preventative Maintenance: coordinate weekly schedules across sites.
• Fuel Monitoring: track diesel/paraffin levels, place orders and liaise with suppliers.
• Document Control: maintain electronic invoices, job cards and service reports.
• Spare Parts: ensure availability and coordinate blade sharpening to minimise downtime.
• Safety Compliance: coordinate fire equipment certification and testing.
• Insurance Claims: liaise with insurers and follow up through closure.
• Director Support: schedule meetings, take minutes, source suppliers and follow up on tasks.

Skills

Organisational skills

Administrative skills

Follow-up skills

Attention to detail

Multitasking

Education

Matric certificate

Job description

OPERATIONS ADMIN COORDINATOR

Paarl, WC

R35,000 p/m

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.