Client Operations Administrator

Innovative Vending Solutions is looking for a highly organised, reliable and client-focused Client Operations Administrator to join our team in Stellenbosch.

IVS is a fast-growing unattended retail company. We sell, rent, install and support vending machines, cashless payment devices, smart coolers and custom unattended retail solutions across South Africa.

This is a mainly office-based, laptop-driven role where you will help keep clients, onboarding, support, quotes, suppliers and VendBot admin moving smoothly.

This is not a boring back-office role. You will work close to sales, support, operations and new technology projects as IVS grows.

Key Responsibilities

• Respond to client emails, phone calls, WhatsApps and basic support queries
• Assist with inbound sales enquiries, quote follow-ups and client next steps
• Help provision new VendBot / card devices
• Assist with merchant onboarding, AddPay communication and FICA document collection
• Track onboarding progress and make sure nothing falls through the cracks
• Coordinate couriers, parts orders, supplier quotes and general admin tasks
• Help with branded gifts, team clothing, office items and supplier research
• Use ChatGPT / Claude to draft replies, improve documents, create checklists and organise processes
• Help upload training/support videos and keep internal guides organised
• Coordinate with the technical team on support updates, installations and handovers

About VendBot and Technology

Part of this role will involve helping with VendBot and our cashless vending technology.

You do not need to be a coder or software developer, but you must be willing to learn software tools, online systems, card-device workflows and client onboarding processes.

Requirements

• Degree or diploma advantageous, but not required if you have strong admin or client-support experience
• Excellent English communication
• Afrikaans advantageous
• Strong computer literacy
• Comfortable with email, spreadsheets, WhatsApp, folders and online systems
• Comfortable learning ChatGPT / Claude and using AI tools daily
• Highly organised with strong admin follow-through
• Able to manage multiple priorities
• Professional and friendly with clients
• Based near Stellenbosch / Cape Town
• Valid driver’s licence advantageous

You May Be a Good Fit If

• You are very organised, reliable and detail-focused
• You write and speak clearly with clients
• You take initiative and solve problems without constant hand-holding
• You are comfortable working behind a laptop most of the day
• You enjoy a dynamic small-business environment where you wear many hats
• You are excited by technology, AI tools, sales support and business growth

Benefits

• Company laptop provided
• Company phone provided
• Nice office area in Stellenbosch Central with a community environment
• Small team that works well together
• Exposure to sales, support, operations, VendBot and technology projects
• Fast growth potential for strong performers as IVS and VendBot expand
• Opportunity to grow into client operations, VendBot onboarding, sales support or office/operations leadership over time

How to Apply

Please email your CV to:

jc@innovativevendingsolutions.co.za

Please include:

• Your CV
• A short note of maximum 300 words explaining why you want to join IVS
• A WeTransfer link to a 2-minute introduction video

In your video, briefly answer:

• Who are you?
• Why are you interested in this role?
• What makes you strong with admin, communication and follow-through?
• Why do you think you would be a good fit for IVS?

Shortlisted candidates may be asked to complete a practical admin, communication and AI-assisted exercise.

Pay: R12 000,00 - R16 000,00 per month

Work Location: In person