Operations Coordinator

Employment type: Full-time – Based in Gauteng, South Africa, with UK working hours

Role purpose

The Operations Coordinator supports the efficient day-to-day running of operations by coordinating internal processes, managing orders, tracking deliveries and returns, maintaining records, and ensuring high service standards across teams and customers.

The role requires strong organisational skills, attention to detail, and the ability to manage multiple operational tasks accurately and efficiently.

Key responsibilities

• Coordinate daily operational and administrative activities to support smooth business operations.
• Process purchase orders and internal orders accurately and in a timely manner.
• Track orders from receipt through fulfilment, dispatch, delivery, and completion.
• Monitor order status and proactively communicate updates, delays, or issues to relevant stakeholders.
• Manage returns and RMA (Return Merchandise Authorisation) processes, including logging requests, coordinating approvals, tracking returned items, and ensuring timely resolution.
• Liaise with suppliers, couriers, customers and internal teams regarding orders, deliveries, returns, and operational issues.
• Maintain accurate records of orders, shipments, returns, stock movements, and service activity.
• Support inventory, stock control where required.
• Investigate and resolve routine operational issues relating to orders, deliveries, returns, and documentation.
• Assist in improving operational procedures and workflows to increase efficiency and service quality.
• Ensure compliance with company policies, process controls, and relevant quality standards.
• Escalate unresolved issues, delays, discrepancies, or customer concerns to the appropriate manager.

Person specification

Essential qualifications and experience

• Previous experience in an operations, procurement, customer service, logistics, or administrative coordination role.
• Experience handling order management, tracking, or fulfilment processes.
• Experience managing returns, claims, or RMA-related administration.

Essential knowledge, skills, and abilities

• Strong organisational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple tasks and prioritise effectively.
• Strong written and verbal communication skills.
• Good problem-solving and follow-up skills.
• Ability to coordinate with multiple internal and external stakeholders.
• Confidence in handling order queries, shipment issues, and return processes.
• Good numerical and data-entry accuracy.
• Ability to work independently and collaboratively in a fast-paced environment.
• Professional and customer-focused approach.

Desirable

• Experience using ERP, CRM, order management, warehouse, or ticketing systems.
• Knowledge of shipping, fulfilment, returns, or after-sales processes.
• Experience supporting stock control or supply chain operations.
• Industry experience

Core behaviours

• Highly organised
• Detail-focused
• Responsive and proactive
• Collaborative
• Customer-focused
• Calm under pressure
• Accountable and reliable