Plant Workshop Administrator/ Operations Administrator (Workshop)/ Maintenance Planner Administrator

SUMMARY:
-

POSITION INFO:

Plant Workshop Administrator
A well-established civil engineering contractor in the Northern Suburbs is seeking an experienced Plant Workshop Administrator to oversee the administrative and operational coordination of plant hire activities. This role is vital to the smooth running of our plant and fleet support services, with responsibilities spanning payroll submissions, diesel usage monitoring, plant hire costing, and equipment compliance. The successful candidate will bring proven experience in plant operations and a strong eye for financial and operational detail.

Experience & Qualifications
• 3–5 years’ experience in plant hire administration, fleet coordination or plant workshop support.
• Proficiency in plant costing, fuel tracking, and payroll data handling.
• Familiarity with internal hire reporting and construction-based operations.
• Competent in Microsoft Excel and administrative systems.

Key Responsibilities
Payroll & Financial Administration

• Collect operator timesheets and calculate allowance payments for payroll processing.

• Liaise with HR and Finance to resolve discrepancies and respond to wage-related queries.

• Log and manage insurance claims for plant and vehicle, ensuring prompt resolution.

Plant Costing & Diesel Management

• Capture daily plant costs and diesel usage from site logs and operator checklists.

• Maintain up-to-date Excel records for monthly reporting and submit cost data to accounts.

• Support cost-control initiatives by highlighting trends and variances in fuel consumption.

Procurement & Stock Control

• Monitor and maintain stock levels of workshop materials, documentation books, and PPE.

• Obtain quotes, place orders, and track deliveries to avoid operational delays. • Keep clear inventory records to support audit readiness and procurement accuracy.

Accommodation & Travel Coordination

• Arrange travel accommodation for plant operators working away from Cape Town, ensuring timely bookings and clear communication with site teams.

HR Administration & Compliance Support

• Maintain accurate operator files, including IDs, qualifications, and contracts.

• Track upcoming contract expiries and assist with timely renewals.

• Support onboarding and coordinate performance record-keeping in line with internal procedures.

Cost Reporting & Invoicing Assistance

• Prepare and submit monthly plant hire and fuel usage reports by required deadlines.

• Provide data to the accounts team for invoicing accuracy and internal charge validation.

General Administrative Support

• Respond to internal queries and maintain efficient filing (both digital and hard copy).

• Priorities daily tasks to support the Workshop Manager and supervisors across the departments.

Skills & Attributes

• Solid understanding of plant hire and fleet operations.

• High attention to detail, particularly in financial and cost-related tasks.

• Skilled in Microsoft Office tools, especially Excel. • Able to manage multiple priorities calmly and methodically.

• Effective communicator and confident team collaborator