Administrator & Operations Assistant

SUMMARY:
Our client is a premium whisky-focused business specialising in whisky tastings, collector events, rare whisky sales, brand activations, and direct-to-consumer fulfilment.
 
The business has established a strong reputation within the South African whisky community, offering exclusive whisky experiences, private tastings, collector opportunities, and access to premium and rare whisky brands. Their client base includes whisky enthusiasts, collectors, corporate clients, and industry partners.
 
Position Overview
We are seeking a highly organised, proactive, and hands-on Administrator & Operations Assistant to support the day-to-day running of the business.
 
This is a diverse role that combines administration, stock control, customer service, bookkeeping support, order fulfilment, and operational coordination. The successful candidate will work closely with the business owner and play a key role in ensuring the smooth execution of daily operations, customer orders, and events.
 
As part of the role, the successful candidate will be responsible for local deliveries and collections in the Sandton area and must therefore have their own reliable transport.
 
This position would suit a detail-oriented individual who enjoys working in a small entrepreneurial business and is comfortable taking ownership of a variety of responsibilities.

POSITION INFO:
Key Responsibilities
Administration & Office Support

• Manage general administrative duties and office coordination
• Maintain accurate records, filing systems, and business documentation
• Assist with customer enquiries and correspondence
• Prepare reports and administrative documentation as required
• Conduct research on products, suppliers, competitors, and industry trends
• Provide day-to-day support to the business owner

• Process invoices and maintain records using Sage Pastel
• Assist with accounts administration and reconciliations
• Support basic bookkeeping functions
• Maintain accurate financial and stock records
• Liaise with external accountants where required

• Assist with stock takes and inventory management
• Monitor stock levels and report discrepancies
• Maintain accurate stock movement records
• Support ordering and receiving processes
• Ensure inventory records are accurately maintained

• Coordinate customer orders and deliveries
• Conduct local collections and deliveries within the Sandton area using own reliable vehicle
• Ensure products are prepared, packed, and dispatched accurately
• Support the smooth running of daily business operations
• Assist with supplier and customer coordination when required

• Assist with the setup and coordination of whisky tastings, launches, and special events
• Provide administrative and operational support during events
• Occasionally attend evening functions and customer events
• Support guest registration, event logistics, and event administration

• Qualification in Bookkeeping, Accounting, Business Administration, Finance, or a related field
• Minimum 2 years' experience in an administrative, office support, or bookkeeping role
• Experience using Sage Pastel or similar accounting software
• Strong computer literacy, including Microsoft Office
• Valid driver's licence (essential)
• Own reliable vehicle (essential) for local deliveries, collections, and operational errands
• Strong numerical, organisational, and administrative skills
• Excellent attention to detail and accuracy
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a dynamic environment
• Professional, reliable, and trustworthy

• Previous bookkeeping or accounts administration experience
• Experience with stock control and inventory management
• Experience in retail, hospitality, events, luxury goods, or FMCG environments
• Exposure to customer service and order fulfilment processes
• Interest in whisky, premium beverages, luxury products, or events

• Highly organised and detail-oriented
• Self-motivated and proactive
• Strong work ethic and willingness to take ownership
• Positive and professional attitude
• Comfortable working in a small entrepreneurial business
• Flexible and adaptable
• Strong problem-solving ability
• Customer-focused with excellent interpersonal skills
• Willing to assist across multiple areas of the business
• Passion for premium brands, hospitality, and customer experiences