Operations And Admin Coordinator - Paarl

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

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 followup 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 followups 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 followup skills.
• Ability to coordinate multiple tasks and work with different departments and external service providers.
• proactive, reliable and detail-oriented approach.