Admin and Operations Coordinator

RecruitMyMom; Wes-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Benefits offered by this job

Permanent role

Full-time with flexibility

Professional, high-end environment

Job summary

RecruitMyMom in Cape Town (Tamboerskloof) seeks an operations professional for a full-time, on-site role. You will manage workflow logistics, inventory, couriers, digital systems, and client-studio communication in a luxury brand environment.

Key requirements include 3–5 years in operations or admin, advanced Excel (Pivot Tables, conditional formatting, formulas), and strong familiarity with Xero, Microsoft 365, Google Workspace, and e-commerce back ends. Reliable transport essential.

Qualifications

• 3 to 5 years of experience in an operations, administration, or office support role, preferably within luxury goods, retail, or a boutique studio environment.
• Advanced Excel: Pivot Tables, conditional formatting, and formulas.
• Tech Savvy: Xero Accounting, Microsoft 365, Google Workspace, and e-commerce back ends.

Responsibilities

• Workflow & Production Logistics: Monitor production lead times and liaise with external artisans, casters, setters, and gemstone merchants.
• Conduct regular physical stocktakes, manage inventory, and coordinate door-to-door courier dispatches.
• Digital Systems & Website Oversight: Coordinate with web developers, upload new digital media, monitor e-commerce accuracy, assist with client newsletters, and oversee online booking systems.
• Client & Studio Communication: Serve as the first point of contact for customer and supplier inquiries, maintaining a refined tone suited to a luxury brand.
• Data & Financial Administration: Build and maintain Excel-based costing models incorporating precious metal weights, labour, and gemstones. Prepare pro-forma and tax invoices in Xero, manage deposits, and maintain strict pricing and financial records.

Job description

Key Responsibilities

• Workflow & Production Logistics: Monitor production lead times and liaise with external artisans, casters, setters, and gemstone merchants.
• Conduct regular physical stocktakes, manage inventory, and coordinate local and international door-to-door courier dispatches.
• Digital Systems & Website Oversight: Coordinate with web developers, upload new digital media, monitor e-commerce accuracy, assist with client newsletters, and oversee online booking systems.
• Client & Studio Communication: Serve as the first point of contact for customer and supplier inquiries, maintaining a refined tone suited to a luxury brand. Oversee daily office administration and studio supplies.
• Data & Financial Administration: Build and maintain Excel-based costing models incorporating precious metal weights, labour, and gemstones. Prepare pro-forma and tax invoices in Xero, manage deposits, and maintain strict pricing and financial records.

Requirements

• 3 to 5 years of experience in an operations, administration, or office support role, preferably within luxury goods, retail, or a boutique studio environment.
• Advanced Excel: Expertise in Pivot Tables, conditional formatting, and formulas.
• Tech Savvy: Strong working knowledge of Xero Accounting, Microsoft 365, Google Workspace, and e-commerce back ends.

Key Traits

• High numerical accuracy, exceptional attention to detail, proactive problem-solving skills, and a calm demeanour under pressure.

Education

• Diploma or Degree in Business Administration, Finance, Logistics, or a related field (advantageous).

Location

Must be based in Cape Town with reliable transport. Role is based in Tamboerskloof and is on-site.

Benefits

• Permanent role
• Full-time (with flexibility to be discussed upfront)
• Work in a professional and high-end environment