Operations and Admin Coordinator - Paarl

Recruiter:

Vine Recruitment

Job Ref:

CPT000530/AE

Date posted:

Tuesday, October 20, 2026

Location:

Paarl, South Africa

SUMMARY:
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.

POSITION INFO:
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.

Please email your CV through to with a photo, salary expectation, location and availability

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