Administrative Assistant

Time Personnel; Cape Town; Presencial; ZAR 180.000 - 240.000; Jornada completa

Descripción de la vacante

Time Personnel is seeking an Administrative Assistant in Cape Town to coordinate orders and act as the central contact between clients and the production team, ensuring a smooth customer experience from order placement to delivery.

Responsibilities include compiling quotations and invoices, tracking orders through production, updating clients on progress, arranging dispatch, and maintaining accurate records and stock controls using MS Office and basic Excel.

Formación

• Matric or equivalent qualification.
• Minimum 3 years’ experience in Administration / Customer Service / Quotations and Invoicing.
• Highly organised and detail-oriented – essential.
• Strong sense for working with numbers and pricing – essential.
• Previous experience working in manufacturing or online retail – advantageous.
• Computer literacy – Discord, MS Office, with intermediate Excel.

Responsabilidades

• Support the sales team with customer and order administration, including quotations, invoices, Shopify payment pages and customer correspondence.
• Accurately capture order details, maintain customer records and prepare confirmed orders for production, ensuring all specifications are correct.
• Follow up on production progress, update the sales team and ensure completed orders meet requirements.
• Pick and pack orders, prepare courier documentation, arrange dispatch and update tracking details.
• Assist with returns, adjustments, repairs and delivery administration.
• Assist with stocktakes, stock tagging, stock organisation, incoming stock checks and locating requested items.
• Capture stock data and take basic stock photos or videos when required.
• Maintain spreadsheets, internal systems, supplier information and filing, and assist with general administrative tasks and projects.

Conocimientos

Organisational skills

Attention to detail

Numerical ability

Communication skills

Team coordination

Educación

Matric or equivalent qualification

Herramientas

Discord

MS Office

Excel

Descripción del empleo

Administrative Assistant job vacancy in Cape Town.

Are you an organised and client-focused individual with excellent communication skills and the ability to ensure a seamless customer experience from order placement through to final delivery?

Our client, a luxury manufacturing business based in Cape Town CBD, is looking for a proactive and detail-oriented individual to coordinate orders and act as the central point of contact between clients and the production team.

Responsibilities will include compiling quotations and invoices, overseeing orders through each stage of production, providing clients with regular progress updates, liaising with the workshop and coordinating deliveries to ensure deadlines and service expectations are consistently met.

Requirements:

• Matric, or equivalent qualification
• Minimum 3 years’ experience in Administration / Customer Service / Quotations and Invoicing
• Highly organised and detail-oriented – essential
• Strong sense for working with numbers and pricing – essential
• Previous experience working in manufacturing or online retail – advantageous
• Computer literacy – Discord, MS Office, with intermediate Excel

Duties and Responsibilities:

• Support the sales team with customer and order administration, including quotations, invoices, Shopify payment pages and customer correspondence
• Accurately capture order details, maintain customer records and prepare confirmed orders for production, ensuring all specifications are correct
• Follow up on production progress, update the sales team and ensure completed orders meet requirements
• Pick and pack orders, prepare courier documentation, arrange dispatch and update tracking details
• Assist with returns, adjustments, repairs and delivery administration
• Assist with stocktakes, stock tagging, stock organisation, incoming stock checks and locating requested items
• Capture stock data and take basic stock photos or videos when required
• Maintain spreadsheets, internal systems, supplier information and filing, and assist with general administrative tasks and projects