Operations Administrator

Optential Consulting; Cape Town; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A manufacturing firm is seeking an Operations Administrator to provide essential administrative and operational support at their Cape Town warehouse. Responsibilities include coordinating order processing, invoicing, and ensuring smooth logistics operations. Candidates should have at least 2 years of experience in similar roles and be proficient in relevant systems. This position offers a chance to contribute significantly to the logistics team in a fast-paced environment.

Qualifications

• Min 2 years’ experience in administrative support roles.
• Experience coordinating with distribution centres or couriers.
• Proven experience in order processing and invoice generation.

Responsibilities

• Provide administrative and operational support to warehouse.
• Coordinate order processing and monitor order status.
• Prepare and process operational invoices accurately.

Skills

Highly organized

Professional communication

Proficient in Excel and ERP systems

Ability to work independently

Adaptable under pressure

Education

National Senior Certificate (Matric)

Post-matric qualification in Logistics or related field

Tools

Excel

SAGE (ERP)

Job description

Our client in the manufacturing industry is looking for an 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 RESPONSIBILITIES :

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 in a timely manner.
   • 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; scope to expand 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 Logistics Requests
   • Support 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 shortages or surpluses.
   • Assist with inventory audits and cycle counts.
   • Enter logistics data into ERP systems (e.g., SAGE) accurately and timely.
   • Maintain records of deliveries, shipments, returns, PODs, and GRVs.
5. Communication and Workflow Management
   • Maintain clear, timely communication with internal departments (sales, marketing, finance) and external stakeholders (distributors, couriers).
   • Ensure logistics activities adhere to company policies and legal regulations.
   • Support safety protocols related to packaging, loading, and storage procedures.
   • Follow structured work methods and documentation standards.
6. Skills and Requirements
   • Highly organized and detail-oriented.
   • Clear, professional communicator (written and verbal).
   • Proficient with systems such as Excel, order portals, and ERP/invoicing tools.
   • Ability to work independently and follow established 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 related field.
   • Experience coordinating with distribution centres or couriers.
   • Professional email communication skills for managing external and internal correspondence.
   • At least 2 years’ experience in administrative or operational support roles within warehouse, distribution, logistics, or FMCG environments.
   • Proven experience in order processing and invoice generation.
   • Familiarity with systems such as Excel, order portals, or ERP software is advantageous.
   • Experience supporting sales or logistics teams with customer-facing communication is a plus.

Please note: If you do not hear from us within 3 weeks, your application was unsuccessful.