Overview
Operations Coordinator & Executive Assistant Jobs in Stellenbosch, Western Cape, South Africa at AltGen South Africa
Title: Operations Coordinator & Executive Assistant
Company: AltGen South Africa
Location: Stellenbosch, Western Cape, South Africa
AltGen is seeking a skilled and efficient Operations Coordinator and Executive Assistant to join a construction and property development company based in Stellenbosch. This role will support the Head of Site Operations and the CEO with both general PA responsibilities and operational coordination functions. The ideal candidate will be highly organised, confident, and capable of managing upwards effectively.
Key Responsibilities
Supporting the Head of Site Operations (80%)
- Own his diary, schedule, and daily/weekly priorities — ensure he is always focused on the highest-impact task
- Prepare and distribute site meeting agendas and minutes; follow up on every action item until closed
- Track all project timelines, delivery schedules, and contractor commitments — flag slippage before it becomes a crisis
- Draft and manage all correspondence with subcontractors, suppliers, architects, engineers, and municipal authorities
- Process and track all invoices, payment certificates, and purchase orders for construction operations
- Manage all NHBRC, CIDB, occupational health and safety, and environmental compliance documentation and deadlines
- Coordinate deliveries, plant movements, and material orders across multiple active sites
- Maintain and update the construction programme in collaboration with him and project managers
- Handle all phone calls, emails, and messages that do not require his personal input — filter ruthlessly
- Prepare weekly progress reports for the CEO summarising site status, outstanding items, and risks
Supporting CEO (20%)
- Manage the CEO's diary, travel arrangements, and meeting preparation
- Prepare board packs, investor presentations, and financial summaries in collaboration with the CFO
- Draft correspondence, legal cover letters, and follow-up communications
- Track deadlines across all the companys entities — CIPC filings, lease renewals, insurance, compliance
- Coordinate between the CEO, CFO, legal counsel, and external advisors
Team Coordination / Mini-GM Functions
- Run the weekly team meeting — set agenda, take minutes, distribute actions, chase follow-ups
- Maintain a master action tracker across all projects and all team members
- Manage the shared company calendar, key project milestones, and compliance deadlines
- Be the person who remembers everything, follows up on everything, and lets nothing slide
Requirements
- Minimum 3–5 years' experience as an executive PA, operations coordinator, or office manager in construction, property development, or a similar fast-paced environment
- Exceptional organisational skills — the kind of person who runs colour-coded trackers voluntarily
- Assertive, confident, and not afraid to chase senior people for outstanding items
- Fluent in Afrikaans and English (daily communication is bilingual)
- Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable learning project management tools
- Own reliable transport and willingness to visit construction sites when required
- Ability to work under pressure, handle multiple priorities simultaneously, and thrive in a high-intensity environment
- Experience in the construction or property development industry is preferred
