Operational Assistant

Summary:

We are looking for a reliable, hands-on Operational Assistant to support our Head of Operations and keep daily operations running smoothly across the business.

The role is primarily focused on practical operational support, including completing delegated tasks, coordinating work between departments, maintaining trackers and records, and following up on agreed actions until they are done.

You will work closely with the Head of Operations and our department managers, helping teams work through outstanding duties and creating capacity across the business. You may support one department for several weeks or months before moving to another as business priorities change.

Location: Bellville, Stikland

Model: On-site (Monday - Friday)

Schedule: Monday to Thursday (08:00 - 16:30) & Friday (08:00 - 16:00)

Responsibilities

Operational Support (Primary)

• Agree on daily priorities with the Head of Operations and maintain a clear work list with outcomes and deadlines.
• Complete delegated operational tasks, from gathering information to coordinating arrangements.
• Work with managers and staff to keep daily activities moving and to identify gaps and delays.
• Track departmental commitments, follow up on outstanding actions and escalate blocked or overdue work.
• Gather the facts when issues arise, resolve routine matters and bring clear options to the Head of Operations when a decision is needed.
• Stay close to daily operations and keep the Head of Operations informed of concerns and recurring problems.
• Maintain accurate trackers, schedules and records, and prepare concise progress updates.
• Review and update SOPs and checklists with the relevant managers, keeping version and review dates current.
• Support operational projects by tracking milestones and dependencies.

Executive Support (Secondary)

• Organise agreed areas of the Head of Operations’ email, flag urgent items and draft routine replies.
• Arrange operational meetings and record decisions, owners and deadlines.
• Assist with diary coordination, document preparation and routine administration.

Requirements

Minimum Requirements

• Experience in operations support, administration or coordination, with a record of managing competing deadlines.
• Practical proficiency in Microsoft 365 (Outlook, Teams, Word and Excel), including building and maintaining trackers.
• Experience with software used in retail or commercial environments (e.g. WMS, POS or inventory management systems).
• Clear written and verbal communication, with the ability to gather, check and summarise information accurately.
• Ability to handle confidential information discreetly and work independently within agreed responsibilities.
• Willingness to be on-site and available for in-person coordination.

Advantageous:

• Retail or commercial operations background.
• Experience in project coordination, procurement or supply chain support, or business systems and ERP support.
• Experience writing or updating SOPs.
• Experience in the food service or catering equipment industry.

Competencies

• Strong ownership and follow-through.
• Practical problem solving and good judgement.
• Systems thinking, with an understanding of how departments and processes connect.
• Good attention to detail and record accuracy.
• Prioritisation and adaptability to changing demands.
• Builds relationships easily, and is professionally assertive yet approachable.
• Initiative and a proactive approach.
• Enjoys learning new duties, teams and software.
• Able to work under pressure and respond to urgent needs.
• Reliable, punctual and discreet.