Business Operations Coordinator & Executive Assistant

We are looking for a highly organised, practical and dependable Business Operations Coordinator & Executive Assistant to support the daily operations of a growing business involved in warehousing, property administration and construction projects.

This is a hands-on position. The successful candidate must be comfortable managing both important operational matters and routine administrative tasks personally. The role is not limited to diary management or general office administration.

The main purpose of the position is to ensure that company tasks, follow-ups, operational issues and management instructions are properly recorded, assigned, monitored and brought to conclusion.

Duties & Responsibilities

• Maintain daily, weekly and monthly task lists, including priorities, deadlines, responsible persons and next actions.
• Record management instructions, operational issues, meeting decisions and outstanding matters.
• Follow up with employees, suppliers, customers, contractors and service providers until tasks are completed.
• Monitor overdue, high-risk or unresolved matters and escalate them to management when required.
• Maintain an accurate action tracker and provide regular progress summaries to management.
• Assist the director with diary management, meetings, reminders, priorities and general executive support.
• Prepare meeting minutes, short reports, comparison tables and management summaries.
• Research suppliers, products, services, regulations, prices and business opportunities, and present clear findings and recommendations.
• Request and follow up on quotations, orders, payments, deliveries, collections and supporting documents.
• Coordinate communication between management, office staff, warehouse staff, drivers, suppliers and customers.
• Assist with warehouse and stock administration, including receiving, dispatch, stock counts, discrepancies and shipment records.
• Assist with import/export documentation and related administrative follow-up where required.
• Support property administration, including communication with tenants, agents and service providers, as well as maintenance and viewing arrangements.
• Maintain organised electronic and physical filing systems and accurate records of important communications and commitments.
• Coordinate small projects by tracking tasks, quotations, budgets, deadlines, contractors, progress and risks.
• Perform general office administration and other reasonable operational duties as required.
• Maintain strict confidentiality regarding company, customer and management information.

• Bachelor’s degree in Business Administration, Management, Commerce, Operations, Project Management or a related field.
• Minimum five years’ relevant experience in business administration, operations coordination, executive assistance, office management or project administration.
• Experience in construction, trading, importing, warehousing, logistics, stock administration or a similar operational environment will be advantageous.
• Strong written and spoken English, with the ability to prepare professional emails, meeting minutes, summaries, reports and quotation comparisons.
• Good working knowledge of Microsoft Outlook, Word and Excel.
• Strong research, information-verification and analytical skills.
• Proven ability to manage multiple priorities, deadlines and follow-ups without losing track of outstanding matters.
• Highly organised, detail-oriented and disciplined in record keeping.
• Proactive, dependable and persistent in following tasks through to completion.
• Able to work under pressure, respond to changing priorities and remain accurate in a fast-paced small-business environment.
• Commercially aware and able to identify urgent, high-risk or unresolved matters.
• Confident in following up with employees, suppliers, customers and service providers.
• Discreet, trustworthy and able to maintain strict confidentiality.
• Willing to perform both higher-level coordination and routine administrative duties.
• Reliable transport and a strong record of punctual attendance.

Gross monthly salary: R18,000–R25,000, depending on qualifications, relevant experience, demonstrated ability and practical assessment results.

The final offer will be based on the candidate’s ability to independently manage tasks, conduct research and analysis, coordinate operations, and provide accurate management reporting.

The successful candidate will be appointed subject to a three-month probationary period and a formal performance review. Any adjustment to remuneration will depend on demonstrated performance, the level of responsibility assumed and written approval by the Company.

Send CV to Contact: Sign in to view email / [email protected]. 010-2269541