Branch Operations Administrator

SUMMARY:
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POSITION INFO:
Branch Operations Administrator | Cape Town | Permanent Are you an organised operations professional who thrives on keeping people, processes and information moving in the right direction? This is an opportunity to become the operational hub of a busy Cape Town branch, where accuracy, customer service and strong coordination directly influence business performance. The Branch Operations Administrator will take ownership of the day-to-day administrative and operational coordination of the branch, working across customers, Sales, Warehouse, Technical, Finance and Head Office. The role combines administration, stock control, delivery coordination, customer support and technical administration, making it ideal for someone who enjoys variety and is comfortable managing multiple priorities at once. The successful candidate will play a key role in maintaining accurate inventory records, ensuring deliveries and technical activities are followed through, processing documentation and supporting the branch team with reliable operational information. This is a hands-on role requiring strong attention to detail, excellent follow-through and the confidence to identify and resolve issues before they become larger problems. Our client is an established, operationally focused business with a national footprint and a strong customer-service orientation. The Cape Town branch operates in a collaborative, fast-moving environment where different functions need to work closely together to deliver a consistent customer experience. What You'll Do Manage the daily administration and coordination of the Cape Town branch Process customer invoices and supporting documentation Maintain accurate electronic filing and operational records Upload and track Proof of Delivery documentation Prepare and maintain branch reports Manage office supplies and coordinate external office service providers Provide professional telephone and email support to customers Follow up customer enquiries, quotations, backorders, delayed deliveries and service requests through to resolution Support Accounts with COD payments, invoice queries and credit note requests Order and receive stock from Head Office and suppliers Book incoming stock, transfers, equipment and spares accurately into the relevant systems Coordinate warehouse transfers, stock requisitions and customer deliveries Conduct stock counts and investigate inventory variances Coordinate courier collections between Cape Town and Johannesburg and monitor shipments through to delivery Schedule customer deliveries and coordinate drivers and delivery routes Complete daily delivery reconciliations and ensure PODs are received Log technical service calls and coordinate preventative maintenance visits Track repairs, servicing and outstanding technical jobs Review technician job cards and verify completed work before invoicing Coordinate equipment collections, returns and movements Monitor stock availability, communicate shortages and coordinate replenishment Liaise with Head Office and support Sales, Account Management and Technical teams Assist with customer events and ensure returned event equipment is checked and accounted for What You Bring At least 5 years' experience in operations administration, branch administration or office management Proven warehouse administration and stock control experience Strong customer service experience Experience supporting multiple departments in a busy operational environment Experience working with ERP, inventory or stock management systems Intermediate to advanced Microsoft Excel skills Strong Microsoft Outlook and Word proficiency Experience with CRM or workflow software Strong data capture, reporting and document management capability Experience with Monday.com would be advantageous Excellent organisational and planning skills Exceptional attention to detail and accuracy Strong communication and problem-solving abilities A proactive approach with a high level of personal ownership The ability to manage competing priorities without losing sight of deadlines or detail What Success Looks Like Customer enquiries are responded to within agreed service levels Backorders, quotations and customer issues are actively followed up and resolved Inventory accuracy is maintained above 98% Stock movements, transfers and warehouse bookings are captured accurately Delivery schedules are achieved and daily reconciliations are completed POD documentation remains complete and up to date Technical job cards and service administration are processed within agreed timelines Invoices and supporting documentation are accurate Courier movements are tracked and followed through to delivery Branch administration remains current with minimal backlog Sales, Warehouse, Technical, Finance and Head Office teams have reliable administrative support Customers experience consistent, professional and responsive service