Operations Administrator

Optential Consulting (Pty) Ltd; Cape Town; On-site; ZAR 150,000 - 200,000; Full time

Job summary

A consulting firm in Cape Town seeks an Operations Administrator. This role involves coordinating order processing and invoicing, managing inventory levels, and providing operational support to the warehouse. The ideal candidate has 2+ years in administrative roles, preferably in logistics. Strong communication and organizational skills are essential. Join a dynamic team in a fast-paced environment.

Qualifications

• 2+ years’ experience in an administrative or operational support role, preferably in logistics or FMCG.
• Proven experience in order processing and/or invoice generation.
• Experience with customer-facing communication is a plus.

Responsibilities

• Coordinate order processing, invoicing, distribution centre bookings.
• Maintain records of deliveries, shipments, and returns.
• Provide operational support to warehouse and logistics functions.

Skills

Highly organized and detail-oriented

Clear, professional communicator (written and verbal)

Comfortable using systems such as Excel

Able to work independently

Adaptable and calm under pressure

Education

National Senior Certificate (Matric or equivalent)

Relevant post-matric qualification or certificate in Logistics, Supply Chain, or Business Administration

Tools

Excel

ERP systems (e.g., SAGE)

Job description

SUMMARY :

Our client in the manufacturing industry is looking for a Operations Administrator to join their team!!!

Employee Reports To : Logistics and Warehouse Manager

Area : Woodstock warehouse

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.

MAIN RESPONSBILITY :

1. Order Process and Distribution Coordination

Book deliveries with distribution centres (DC bookings).

Monitor and update order status, providing feedback to customers and internal teams.

Manage, track, and fulfil online and customer 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. Invoicing and Admin Support

Prepare and process shipping and operational invoices (initially Ops only; expand scope over time)

Work closely with finance to ensure accurate and timely billing

Ensure accuracy of shipping documentation (e.g., invoices, packing lists).

3. Sampling and Logsitics Request

Support with ad-hoc logistical requests and sample dispatching

Ensure samples are sent correctly, with relevant tracking and communication

4. Inventory Management and Logistics Data

Monitor inbound and outbound stock levels; report any shortages or surpluses.

Assist the Finance & Logistics Manager with inventory audits and cycle counts.

Enter logistics data into ERP systems (e.g., SAGE) accurately and on time.

Maintain up-to-date records of deliveries, shipments, returns, PODs, and GRVs.

5. Communication and Safe Work Flow Management

Maintain clear, timely communication with internal departments (sales, marketing, finance) and external stakeholders (distributors, couriers)

Maintain professional and timely communication, both written and verbal.

Ensure all logistics activities adhere to company policies and legal regulations.

Support safety protocols related to packaging, loading, and storage procedures.

Ensure structured work methods and documentation are followed

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) Preferred : 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

Please note if you do not hear from us within 3 weeks, kindly note that your application was unsuccessful.

POSITION INFO :