Operations & HR Coordinator

Time Personnel; Cape Town; On-site; ZAR 279,000 - 446,000; Full time

Job summary

Time Personnel in Cape Town is seeking an Operations and HR Admin Coordinator to oversee daily planning, deliveries, installations, and staff schedules, ensuring smooth execution.

The role requires coordinating transport, managing rental and installation activities, payroll prep, attendance and HR onboarding, while maintaining compliance. You will work with Finance and senior management to produce weekly reports and ensure accurate records.

Qualifications

• Matric certificate or equivalent qualification.
• At least 4 years’ experience in operations, logistics or office coordination within manufacturing, construction, events or a similar operational environment.
• Proven experience coordinating schedules for deliveries, drivers, installation teams and equipment.
• Minimum 2 years’ experience handling HR administration within a South African business, including leave management, disciplinary procedures and payroll preparation.
• Confident using Google Workspace, spreadsheets, shared calendars and task management platforms.
• Valid driver’s licence.
• First aid certification or Health and Safety Representative training would be advantageous.

Responsibilities

• Oversee daily operational planning, coordinating deliveries, collections, installations, rental activities, vehicles and staff schedules.
• Identify potential scheduling conflicts and address capacity issues between production, dispatch, rentals and installation teams, escalating where necessary.
• Arrange and follow up on transport providers, courier services and freight collections for local and international shipments.
• Manage the dispatch process, including packing documentation, loading procedures and final checks to ensure all tent components and equipment are accounted for.
• Liaise with the Finance department to verify that customer payments have cleared before goods are released.
• Coordinate installation projects by preparing site information, equipment requirements and client contact details for the installation team.
• Prepare quotations and invoices for rental and installation services, ensuring all opportunities are recorded on the shared sales pipeline.
• Administer the rental schedule, from confirming bookings and deposits to organising equipment dispatch and returns.
• Inspect returned rental equipment within one working day, document any damage, arrange necessary repairs and ensure applicable damage charges are invoiced.
• Monitor operational communications and requests, ensuring tasks, changes and follow-ups are recorded and actioned through the relevant task management system.
• Compile and submit weekly operational and staff reports to the Head of Operations and Managing Director.
• Maintain accurate records of employee attendance, leave, overtime and absences, preparing monthly payroll information for Finance.
• Support the recruitment and onboarding process, including job advertising, interview arrangements, employment contracts, inductions and new employee checklists.
• Maintain HR, statutory and workplace safety compliance, including UIF, COIDA, applicable Employment Equity reporting, health and safety appointments, and first aid and fire safety training.
• Coordinate probation assessments and performance reviews, ensuring that scheduled discussions take place within the required timeframes.

Skills

Scheduling

HR administration

Leave management

Payroll preparation

Google Workspace

Driver's license

Education

Matric certificate or equivalent

Tools

Google Workspace

Spreadsheets

Shared calendars

Task management platforms

Job description

Time Personnel in Cape Town is seeking an Operations and HR Admin Coordinator to oversee daily planning, deliveries, installations, and staff schedules, ensuring smooth execution.

The role requires coordinating transport, managing rental and installation activities, payroll prep, attendance and HR onboarding, while maintaining compliance. You will work with Finance and senior management to produce weekly reports and ensure accurate records.