Administrative & Operations Assistant – Russel & Rose

Staffwise; Cape Town; On-site; ZAR 223,000 - 279,000; Full time

Job summary

Russel & Rose in Cape Town is seeking a dedicated admin/operations coordinator to support daily business activities in a hands-on environment.

You will manage the company inbox, coordinate orders from enquiry to invoicing and delivery, book couriers, place purchase orders and maintain stock and records. You’ll assist with website updates, invoicing in Xero, and general admin tasks.

Qualifications

• Experience in administrative, operations or coordination roles is essential.
• Experience using Xero and preparing invoices is preferred.
• Stock control, courier coordination and customer service experience is advantageous.
• Excellent communication and organisational skills are required.

Responsibilities

• Manage the company inbox and respond to customer and supplier enquiries professionally.
• Coordinate customer orders from enquiry through to invoicing, production, collection or delivery.
• Book courier collections and monitor shipments to ensure on-time delivery.
• Place purchase orders with suppliers and maintain purchasing records.
• Monitor production and supplier deadlines and follow up to keep orders on schedule.
• Prepare pro forma invoices and tax invoices using Xero and assist with debtor/creditor administration.
• Maintain accurate financial, operational and administrative records and filing systems.
• Source gemstones and manage gemstone stock as needed.
• Liaise with suppliers, customers, couriers and production partners to ensure efficient workflow.

Skills

Communication

Time management

Attention to detail

Organisational skills

Tools

Xero

Excel

Outlook

Job description

About The Organisation And The Role

Russel & Rose is a Cape Town-based modern heirloom jewellery brand specialising in handcrafted solid-gold pieces that celebrate family history, memory and personal connection.

Full-time, Permanent, Work

Cape Town

Closing date for applications: 28 August 2026

Main Duties & Responsibilities

• Manage the company inbox and respond to customer and supplier enquiries professionally and promptly.
• Coordinate customer orders from enquiry through to invoicing, production, collection or delivery.
• Book courier collections and deliveries and monitor shipments to ensure they reach customers on time.
• Place purchase orders with suppliers, follow up on outstanding orders and maintain accurate purchasing records.
• Monitor production and supplier deadlines, proactively following up to keep orders on schedule.
• Prepare pro forma invoices and tax invoices using Xero and assist with debtor and creditor administration.
• Maintain accurate financial, operational and administrative records and organised filing systems.
• Conduct regular stock takes, update inventory records and investigate or elevate discrepancies.
• Source gemstones when required and maintain accurate control of gemstone stock.
• Liaise with suppliers, customers, couriers and production partners to ensure efficient workflow and excellent service.
• Support website administration by uploading new images, checking content and functionality, and reporting errors to the website developer.
• Assist with compiling website newsletters and provide general administrative and operational support across the business.

Required Skills & Experience

• Work experience and industry exposure
• Previous experience in an administrative, operations, office support or similarly varied coordination role is essential.
• Experience using Xero accounting software and preparing invoices is preferred.
• Basic bookkeeping knowledge and experience supporting debtor and creditor administration are advantageous.
• Experience with stock control, inventory administration, courier coordination and customer service is highly advantageous.
• Previous experience in a small business, retail, jewellery, luxury goods or product-based environment would be beneficial, but not essential.
• Strong Communication and Interpersonal skills
• Excellent written and verbal communication skills, with a professional and customer-focused approach.
• Able to build positive working relationships with customers, suppliers, couriers, production partners and service providers.
• Friendly, calm and solutions-focused, with the ability to manage queries and changing priorities professionally.
• A collaborative team player who is also comfortable working independently and taking ownership of tasks.
• Excellent Administration and Organisational Skills
• Proficient in Microsoft Office, particularly Outlook and Excel.
• Highly organised with strong time-management and prioritisation skills.
• Excellent attention to detail and a commitment to maintaining accurate records, invoices, orders and stock information.
• Able to manage multiple tasks and deadlines in a fast-moving environment without losing sight of quality or follow-through.
• Proactive and able to anticipate what needs to be done, resolve routine issues and follow up consistently.
• General
• Tech savvy, essential.
• Comfortable working with websites and digital tools, including uploading content and liaising with a website developer.
• Professional, reliable, trustworthy and discreet when handling customer, supplier and financial information.
• High energy, adaptable and willing to learn, with a practical, hands-on approach.

Job Features

• Job Category: Admin, Office & Support
• Location: Cape Town (in-office)
• Reporting to: Business Owner
• Nature of contract: Permanent
• Hours of work: 8.30am -1pm & 2pm - 5pm
• Salary range: R20k - R25k/month commensurate with skill and experience
• Closing date for applications: 28 August 2026

If you have not been contacted within 2 weeks of submitting your application, kindly consider your application to have been unsuccessful