Offer summary

Qualifications:

Proficiency in Google Workspace (Docs, Sheets, Drive, Gmail)., Experience with Shopify and Xero or similar systems., Highly organized and detail-oriented with administrative skills., Good communication skills in English and Afrikaans are advantageous..

Key responsibilities:

Manage administrative workflows and support day-to-day operations.

Assist with bookkeeping, invoicing, and financial records.

Maintain stock records and coordinate deliveries and installations.

Support client communication, order fulfillment, and social media activities.

Job description

A growing business that curates, sells and installs contemporary art for homes, retail spaces and collectors is looking for a proactive, tech-savvy and detail-oriented half-day, remote Operations & Admin Assistant for a 3 month fixed-term contract, to support day-to-day operations and keep things running smoothly behind the scenes. You will need to be based in Cape Town for monthly stocktaking.

This is a dynamic, behind-the-scenes role that touches on admin, basic bookkeeping, stock and project management, and client coordination. It's well-suited to someone who is highly organised, tech-savvy, and thrives in a small-business environment.

Key Responsibilities:

Manage and streamline administrative workflows
Assist with basic bookkeeping, invoicing, and financial records (Xero experience a plus)
Maintain and update stock records, including stock movements and consignment tracking
Schedule meetings, installations and deliveries
Assist with managing artist and client communications
Liaise with service providers (framers, installation teams, couriers etc.)
Support order fulfilment on Shopify (packing notes, stock updates, client follow-ups)
Organise digital files, folders and Drive systems
Follow up on payments, outstanding documents or deliverables
General admin support as needed
Basic project tracking (e.g. keeping a master doc of active clients/projects and progress)
Compile information for proposals (art options, pricing, stock availability)
Proof and send client communication (invoices, agreements, image PDFs)
Social media coordination support
Improve workflows and identify areas for streamlining, ideal for someone who enjoys building systems and making things work better.

Requirements

Tech-savvy and confident using Google Workspace (Docs, Sheets, Drive, Gmail).
Proficiency in Shopify, Xero, or similar systems.
Exceptionally organised and detail-oriented.
Friendly, clear communicator (both written and verbal), in English and Afrikaans, which would be an advantage for client communication.
Comfortable working independently and taking initiative.
Previous admin or operational experience in a small business is a plus.
An interest in art, interiors, retail or design is a bonus.

Benefits

This is a half-day position from 08:00 - 12:00 or 09:00 - 13:00, Monday to Friday.
This is a remote role, with an in-person meeting for stock take monthly, therefore they need to reside in Cape Town.
A supportive environment with the opportunity to create structure.