Operations and Admin Coordinator

Vine Recruitment; Paarl; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Vine Recruitment is seeking an Operations and Admin Coordinator in Paarl to provide administrative and coordination support across production facilities, vehicle fleet, retail stores and property portfolio. You will manage maintenance, service schedules, compliance documentation and cross-site operational needs with strong organisational skills.

Ideal candidates will have experience in operations administration, fleet coordination and records management, plus excellent follow-up and

Qualifications

• Relevant administrative background or equivalent experience.
• Experience in operations administration or maintenance coordination is advantageous.
• Strong organisational, planning and time-management skills.
• Good computer skills, especially Excel and electronic record-keeping.
• Excellent communication and follow-up skills.
• Ability to coordinate multiple tasks across departments and external service providers.
• Proactive, reliable and detail-oriented approach.

Responsibilities

• Maintenance Administration: Manage job cards, capture maintenance data, track progress and coordinate maintenance activities.
• Fleet Management: Schedule vehicle services and repairs, obtain quotations, raise purchase orders and maintain vehicle records.
• Preventative Maintenance: Coordinate and monitor scheduled maintenance of plant and equipment across the group.
• Fuel Monitoring: Oversee diesel and paraffin levels and coordinate fuel orders with suppliers.
• Records & Filing: Maintain digital records of invoices, job cards, service reports and related documentation.
• Spare Parts Coordination: Monitor critical spare parts and coordinate blade-sharpening schedules to minimise downtime.
• Safety & Compliance: Track fire equipment certifications, calibrations, tests and other required safety checks.
• Insurance Claims: Compile and submit supporting documentation, liaise with insurers and follow up on claims.
• Director Support: Schedule meetings, prepare minutes, source suppliers, compare quotations and manage follow-ups and ad hoc administrative tasks.

Skills

Administrative skills

Follow-up

Coordination

Excel

Education

Administrative qualification

Job description

Operations and Admin Coordinator job vacancy in Paarl.

A well-established group of companies is seeking a highly organised and detail-oriented Operations Administration Coordinator to provide administrative and coordination support across its production facilities, vehicle fleet, retail stores and property portfolio.

The ideal candidate will have strong administrative skills, excellent follow-up abilities and the confidence to coordinate maintenance, service schedules, compliance documentation and operational requirements across multiple sites.

Key Responsibilities:

• Maintenance Administration: Manage job cards, capture maintenance data, track work progress and coordinate maintenance activities.
• Fleet Management: Schedule vehicle services and repairs, obtain quotations, raise purchase orders and maintain accurate vehicle records.
• Preventative Maintenance: Coordinate and monitor scheduled maintenance of plant and equipment across the group.
• Fuel Monitoring: Monitor diesel and paraffin levels, oversee daily dipstick checks and coordinate fuel orders with suppliers.
• Records & Filing: Maintain accurate digital records of invoices, job cards, service reports and related documentation.
• Spare Parts Coordination: Monitor critical spare parts and coordinate blade-sharpening schedules to minimise operational downtime.
• Safety & Compliance: Track fire equipment certifications, calibrations, pressure testing, load testing and other required safety checks.
• Insurance Claims: Compile and submit supporting documentation, liaise with insurers and follow up on claims until finalisation.
• Director Support: Coordinate meetings, prepare minutes, source suppliers, compare quotations and manage follow-ups and ad hoc administrative tasks.

Requirements:

• 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 follow-up skills.
• Ability to coordinate multiple tasks and work with different departments and external service providers.
• Proactive, reliable and detail-oriented approach.