Operations & Accounts Administrator

We're Hiring | Operations & Accounts Administrator

We're looking for a highly organised, proactive and hands-on Operations & Accounts Administrator to join our team at Luxury Cosmetics in Tokai, Cape Town.

This is an exciting opportunity for someone who enjoys variety and thrives in a fast-paced environment. You'll work closely with the COO, supporting the day-to-day administration of our finance, operations, logistics and sales functions, helping to keep the business running smoothly and ensuring that important tasks are followed through to completion.

If you enjoy solving problems, working with people, keeping things organised, and taking ownership of your work, we'd love to hear from you.

Key Responsibilities

1. Debtors & Finance Administration

Support finance coordination and ensure queries are resolved promptly.

Tasks

• Track outstanding debtor queries
• Follow up with customers on invoice disputes and queries
• Liaise with Iridium where documentation is required
• Ensure all documentation required by Iridium is submitted on time
• Maintain records of credit notes, PODs and supporting documentation
• Assist with statement preparation and follow-ups

Purpose

Ensure cash flow is protected and queries are resolved quickly.

2. Order & Logistics Coordination

Support the operational flow of orders from request to delivery.

Tasks

• Cross-check orders requested by the sales team
• Assist Nozi with order preparation and processing
• Follow up on order approvals
• Track order dispatch and courier deliveries
• Ensure PODs are received and filed
• Follow up on logistics issues or delayed deliveries
• Assist with stock allocation queries

Purpose

Ensure orders move smoothly from request to delivery without delays.

3. Operations Follow-ups

Act as a coordination point across departments.

Tasks

• Follow up on outstanding operational tasks
• Track internal requests from sales, marketing and finance
• Ensure information flows between teams
• Assist with operational documentation and tracking

4. Office Administration

Support daily office and administrative requirements.

Tasks

• Filing and document organisation
• Maintaining operational records
• Assisting with supplier paperwork
• Managing internal documentation
• Handling general office administration

5. Store & Field Support

Provide occasional operational support to retail locations.

Tasks

• Assist with store visits when needed
• Deliver or collect documents, testers or materials
• Assist with store operational issues when required
• Provide feedback on store conditions

6. COO Support

Provide direct operational support to the COO.

Tasks

• Track tasks and follow-ups
• Assist with information gathering
• Coordinate internal requests
• Support operational decision follow-ups

7. Sales Administration & Performance Tracking

Support the sales team with administrative tracking of performance and incentives.

Tasks

• Compile sales performance reports by store and consultant
• Track store progress against targets
• Maintain sales tracking spreadsheets
• Prepare commission calculations for consultants
• Ensure commission data is accurate and supported by sales figures
• Provide summary reports for management review
• Assist with tracking store rankings and performance trends

Requirements

• Previous administration experience (operations, accounts or office administration preferred)
• Exposure to debtors and creditors administration
• Experience using Xero, CIN7 or similar accounting and inventory management systems will be highly advantageous
• Strong attention to detail and excellent organisational skills
• Excellent communication and follow-up skills
• Proficient in Microsoft Office, particularly Excel
• Ability to manage multiple priorities and meet deadlines
• Positive, proactive and hands-on approach
• Valid driver's licence will be advantageous

Location: Tokai, Cape Town

To apply: Please send your CV to ***email_hidden***