Operations Administrator

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.