Operations & Administration Assistant

Russel & Rose; Wes-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Russel & Rose is seeking an organised Administrative & Operations Assistant to support the day-to-day running of our small jewellery business in Wes-Kaap. You will handle orders, supplier communications, stock control, and admin processes to keep operations efficient and accurate.

The role requires you to be proactive, detail-oriented, and able to manage multiple deadlines with high energy. You will work closely with the team, maintain filing systems, assist with invoicing in Xero, and help

Qualifications

• Experience in administrative/operations support.
• Xero familiarity preferred.
• Proficient with MS Excel and Outlook.

Responsibilities

• Manage the company inbox and respond to customer and supplier enquiries.
• Coordinate courier collections and deliveries.
• Place purchase orders and monitor outstanding orders.
• Oversee production deadlines and ensure orders stay on schedule.
• Prepare Pro-forma and Tax Invoices using Xero.
• Assist with debtor and creditor administration.
• Maintain accurate financial and administrative records.
• Conduct regular stock takes and maintain inventory records.
• Liaise with suppliers, customers, and production partners for smooth operations.
• Maintain filing systems and office documentation.
• Provide general administrative support across the business.
• Source gemstones and manage stock control.
• Communicate with website developer and upload new images.
• Monitor website details and report errors to the designer.
• Assist with compiling a newsletter for the website.

Skills

Organization

Time management

Communication

Independence

Attention to detail

Stock control

Multitasking

Tools

Xero

MS Office

Job description

About Russel & Rose

We are a small, passionate team committed to delivering exceptional quality and personalised customer service. As we continue to grow, we are looking for an organised, proactive Administrative & Operations Assistant to support the day-to-day running of our business.

About the Role

This is a varied, hands-on role that is essential to the smooth operation of the business. You will work closely with the team to ensure orders, suppliers, customer communication, stock, and administrative processes run efficiently. The ideal candidate is highly organised, detail-oriented, proactive, high energy and enjoys working in a dynamic small business environment.

Key Responsibilities

• Manage the company inbox and respond to customer and supplier enquiries in a professional and timely manner.
• Book and coordinate courier collections and deliveries.
• Place purchase orders with suppliers and monitor outstanding orders.
• Manage production and supplier deadlines, ensuring orders remain on schedule.
• Prepare Pro-forma Invoices and Tax Invoices using Xero.
• Assist with debtor and creditor administration.
• Maintain accurate financial and administrative records.
• Conduct regular stock takes and maintain inventory records.
• Liaise with suppliers, customers, and production partners to ensure smooth operations.
• Maintain organised filing systems and office documentation.
• Provide general administrative and operational support across the business.
• Sourcing of gemstones and control of the stock.
• Communicate with webs site developer.
• Upload new images.
• Monitor all details on the website.
• Inform website designer of all website errors.
• Assist with compiling newsletter for website.

Requirements

• Previous experience in an administrative, operations, or office support role.
• Experience using Xero Accounting Software (preferred).
• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to prioritise tasks and manage multiple deadlines.
• Proficient in Microsoft Office, particularly Outlook and Excel.
• Professional, reliable, and able to work independently.
• A positive attitude with a willingness to learn and take initiative.
• Experience with inventory or stock control.
• Basic bookkeeping or accounting knowledge.
• Experience working in a small business environment.
• Experience booking and managing courier shipments.

Personal Attributes

We're looking for someone who is:

• Highly organised and efficient.
• Proactive and able to anticipate what needs to be done.
• Trustworthy and discreet with confidential information.
• Friendly, professional, and customer-focused.
• Calm under pressure and adaptable to changing priorities.
• A collaborative team player with a hands-on approach.