Administrative & Operations Assistant – Russel & Rose

About The Organisation And The Role

Russel & Rose is a Cape Town-based modern heirloom jewellery brand specialising in handcrafted solid-gold pieces that celebrate family history, memory and personal connection.

Full-time, Permanent, Work

Cape Town

Closing date for applications: 28 August 2026

Main Duties & Responsibilities

• Manage the company inbox and respond to customer and supplier enquiries professionally and promptly.
• Coordinate customer orders from enquiry through to invoicing, production, collection or delivery.
• Book courier collections and deliveries and monitor shipments to ensure they reach customers on time.
• Place purchase orders with suppliers, follow up on outstanding orders and maintain accurate purchasing records.
• Monitor production and supplier deadlines, proactively following up to keep orders on schedule.
• Prepare pro forma invoices and tax invoices using Xero and assist with debtor and creditor administration.
• Maintain accurate financial, operational and administrative records and organised filing systems.
• Conduct regular stock takes, update inventory records and investigate or elevate discrepancies.
• Source gemstones when required and maintain accurate control of gemstone stock.
• Liaise with suppliers, customers, couriers and production partners to ensure efficient workflow and excellent service.
• Support website administration by uploading new images, checking content and functionality, and reporting errors to the website developer.
• Assist with compiling website newsletters and provide general administrative and operational support across the business.

Required Skills & Experience

• Work experience and industry exposure
• Previous experience in an administrative, operations, office support or similarly varied coordination role is essential.
• Experience using Xero accounting software and preparing invoices is preferred.
• Basic bookkeeping knowledge and experience supporting debtor and creditor administration are advantageous.
• Experience with stock control, inventory administration, courier coordination and customer service is highly advantageous.
• Previous experience in a small business, retail, jewellery, luxury goods or product-based environment would be beneficial, but not essential.
• Strong Communication and Interpersonal skills
• Excellent written and verbal communication skills, with a professional and customer-focused approach.
• Able to build positive working relationships with customers, suppliers, couriers, production partners and service providers.
• Friendly, calm and solutions-focused, with the ability to manage queries and changing priorities professionally.
• A collaborative team player who is also comfortable working independently and taking ownership of tasks.
• Excellent Administration and Organisational Skills
• Proficient in Microsoft Office, particularly Outlook and Excel.
• Highly organised with strong time-management and prioritisation skills.
• Excellent attention to detail and a commitment to maintaining accurate records, invoices, orders and stock information.
• Able to manage multiple tasks and deadlines in a fast-moving environment without losing sight of quality or follow-through.
• Proactive and able to anticipate what needs to be done, resolve routine issues and follow up consistently.
• General
• Tech savvy, essential.
• Comfortable working with websites and digital tools, including uploading content and liaising with a website developer.
• Professional, reliable, trustworthy and discreet when handling customer, supplier and financial information.
• High energy, adaptable and willing to learn, with a practical, hands-on approach.

Job Features

• Job Category: Admin, Office & Support
• Location: Cape Town (in-office)
• Reporting to: Business Owner
• Nature of contract: Permanent
• Hours of work: 8.30am -1pm & 2pm - 5pm
• Salary range: R20k - R25k/month commensurate with skill and experience
• Closing date for applications: 28 August 2026

If you have not been contacted within 2 weeks of submitting your application, kindly consider your application to have been unsuccessful

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