Administrative & Operations Assistant

rag-talent; Cape Town; On-site; ZAR 180,000 - 300,000; Full time

Benefits offered by this job

Permanent employment status

Elite luxury environment

Upfront flexibility

Job summary

rag-talent in Cape Town seeks an Administrative & Operations Assistant to be the central operational backbone of a growing luxury jewellery studio. The role is on-site and full-time, requiring meticulous organization and strong digital systems experience.

The ideal candidate has 3–5 years in operations/administration within luxury goods, advanced Excel skills for costing, and proficiency with Xero, Microsoft 365, Google Workspace, and e-commerce back-end platforms.

Qualifications

• 3–5 years of experience in operations, administration, or office support within luxury goods, retail, or boutique studios.
• Advanced Excel skills including costing models, Pivot Tables, formulas, and conditional formatting.
• High numerical accuracy, strong analytical capabilities, proactive problem-solving under pressure.
• Based in Cape Town with reliable transport for on-site work in Tamboerskloof.

Responsibilities

• Track production lead times and coordinate with external artisans, casters, setters, and gemstone merchants.
• Manage inventory, conduct regular stocktakes, and oversee local and international courier logistics.
• Develop and maintain Excel-based costing models integrating metal weights, gemstone metrics, and labour costs.
• Prepare pro-forma and tax invoices via Xero; process client deposits and keep strict financial records.
• Collaborate with web developers to maintain e-commerce accuracy, update digital media, and support client newsletters and bookings.
• Act as the primary contact for client and supplier enquiries with a refined boutique-brand communication style.
• Oversee general daily studio administration and order operational supplies.

Skills

Advanced Excel

Analytical thinking

Attention to detail

Problem-solving under pressure

Education

Diploma or Degree in Business Admin/Finance/Logistics

Tools

Xero

Microsoft 365

Google Workspace

E-commerce Back-End Platforms

Job description

A growing luxury bespoke jewellery studio based in Tamboerskloof, Cape Town, is seeking a meticulous and systems-minded Administrative & Operations Assistant to serve as its central operational backbone. This hands-on, on-site role is ideal for a highly organised, tech-savvy professional who excels in detail, numerical accuracy, and high-end, precision-oriented environments. Working hours are full-time, standard studio operating hours, with specific flexibility to be discussed upfront during the interview process.

Key Responsibilities

• Workflow & Production Logistics: Track production lead times while coordinating directly with external artisans, casters, setters, and gemstone merchants.
• Manage inventory, execute regular physical stocktakes, and oversee local and international door-to-door courier logistics.
• Data & Financial Administration: Develop and maintain complex Excel-based costing models integrating precious metal weights, gemstone metrics, and labour costs.
• Prepare pro-forma and tax invoices via Xero, process client deposits, and ensure strict financial record-keeping.
• Digital Systems & Website Oversight: Collaborate with web developers to maintain e-commerce platform accuracy, update digital media, support client newsletter dispatches, and manage the online client booking system.
• Client & Studio Communication: Act as the primary point of contact for customer and supplier enquiries, delivering a refined communication style appropriate for a boutique luxury brand.
• Manage general daily studio administration and order operational supplies.

Requirements

• Requirements 3 to 5 years of experience in an operations, administration, or office support function, ideally within luxury goods, retail, or a boutique studio environment.
• Advanced proficiency in Microsoft Excel, including experience building costing models, using Pivot Tables, formulas, and conditional formatting.
• High numerical accuracy, strong analytical capabilities, and calm, proactive problem-solving under pressure.
• Must be based in Cape Town with reliable personal transport for on-site work in Tamboerskloof.

Preferred Qualifications

• Diploma or Degree in Business Administration, Finance, Logistics, or a related discipline.

Required Software Skills

• Microsoft Excel (Advanced)
• Xero
• Microsoft 365
• Google Workspace
• E-commerce Back-End Platforms

Benefits

• Permanent employment status.
• Opportunity to work within an elite, high-end creative environment.
• Agreed upfront working flexibility.