Operations Administrator

BOS Brands; Cape Town; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A logistics and supply chain company in Cape Town is seeking an Administrative and Operations Support Coordinator to facilitate warehouse operations and logistics functions. The successful candidate will manage order processing, invoicing, and customer communication, requiring strong organizational skills and 2+ years of experience in a similar role. Proficiency in systems like Excel and ERP is essential. This position is based in Brackenfell.

Qualifications

• Proven experience in order processing and invoice generation.
• 2+ years' experience in administrative or operational support role.

Responsibilities

• Provide logistics support to ensure timely deliveries.
• Monitor stock levels and report shortages or surpluses.
• Prepare and process shipping and supplier invoices.

Skills

Highly organised and detail-oriented

Professional communication

System proficiency (Excel, ERP)

Adaptable under pressure

Education

National Senior Certificate (Matric)

Post-matric qualification in Logistics or related field

Tools

Excel

ERP systems

Job description

Overall Responsibility: To provide efficient administrative and operational support to the warehouse and logistics functions. This role is responsible for the end-to-end coordination of order processing, invoicing, distribution centre bookings, and logistics documentation. The objective is to ensure a smooth and structured workflow that supports both internal teams and external customers.

1. Logistics Support & Customer service

• Receive, process and plan deliveries to BOS customers
• Book deliveries with customers including distribution centres (DC bookings).
• Update order status, providing feedback to customers and internal teams.
• Manage, track, and fulfil online and orders timeously
• Process manual orders from Operations, Finance, and the Sales team
• Coordinate with warehouse and transport teams to ensure timely dispatch.
• Handle operational inbox (“info mail”) and respond or direct appropriately

2. Warehouse Support

• Monitor inbound and outbound stock levels; report any shortages or surpluses.
• Manage day to day operation of the CHEP account
• Support safety protocols related to packaging, loading, and storage procedures.
• Assist the Finance & Operations Management with inventory audits and cycle counts.

3. Marketing Support

• Support with marketing sample or merchandise dispatching.
• Coordinate the dispatch of product samples as requested by Sales or Marketing.
• Ensure samples are sent correctly, with relevant tracking and communication

4. Invoicing and Admin Support

• Prepare and process shipping and supplier operational invoices
• Work closely with finance to ensure accurate and timely billing
• Raise PO'S for production
• Capture supplier invoices into ERP systems accurately and on time.
• Maintain up-to-date records of deliveries, shipments, returns, PODs, and GRVs.
• Ensure accuracy of shipping documentation (e.g., invoices, packing lists).

5. Skills and Requirements

• Highly organised and detail-oriented.
• Clear, professional communicator (written and verbal).
• Comfortable using systems such as Excel, order portals, and ERP/invoicing tools.
• Able to work independently and follow processes.
• Adaptable and calm under pressure.
• National Senior Certificate (Matric or equivalent) and a relevant post-matric qualification or certificate in.
• Logistics, Supply Chain, Business Administration, or a related field.
• Coordinating with distribution centres or couriers.
• Using email professionally to manage external and internal communication.
• 2+ years’ experience in an administrative or operational support role, preferably within a warehouse, distribution, logistics, or FMCG environment. Proven experience in: Order processing and/or invoice generation.
• Experience working with systems such as Excel, order portals, or ERP software is advantageous.
• Familiarity with customer-facing communication or supporting a sales/logistics team is a plus.

Position based in Brackenfell.