Operations & Client Support Assistant

About the Role

Poma Lifestyle LTD is seeking a highly organised, detail-oriented and proactive Operations & Client Support Assistant to support daily office administration, customer and client communication, order fulfilment, logistics coordination, stock control, and platform-based operational tasks. This role is suited to someone who communicates professionally, follows processes carefully, maintains accurate records, and is willing and able to learn new business systems.

The successful candidate will work across internal systems, e-commerce channels, marketplace portals and logistics/warehouse platforms. Experience with systems such as Odoo, Shopify, Amazon Seller Central, Takealot Seller Portal, Ongoing WMS and Meta Business Suite would be beneficial, but is not an absolute requirement. A strong willingness to learn and apply new systems accurately is essential.

Integrity, transparency, responsibility and reliability are important values in this role.

Key Responsibilities:

 Client Communication & Support: Respond to and manage customer and client enquiries

via phone, WhatsApp, email, website/e-commerce channels and relevant marketplace or

seller portals. Ensure all communication is clear, timely, professional and brand-appropriate.

Assist with order queries, delivery updates, returns, exchanges, product-related queries and

general support requests, escalating complex matters when required.

 Order Processing, Fulfilment & Logistics: Process orders accurately across relevant

sales channels and operational systems. Coordinate order fulfilment, courier bookings,

dispatch follow-ups, delivery tracking and returns. Liaise with couriers, warehouse or

fulfilment partners, suppliers and internal team members to ensure smooth and timely

delivery.

 Inventory & Stock Administration: Assist with stock tracking, stock reconciliations, stock

take, transfers and inventory documentation. Keep stock-related records updated across

relevant systems and flag shortages, discrepancies, damages or fulfilment issues promptly.

 Systems & Platform Administration: Work on and maintain accurate records in platforms

such as Odoo, Shopify, Amazon Seller Central, Takealot Seller Portal, Ongoing WMS, Meta

Business Suite and other tools used by the company. Follow system workflows carefully,

update order/customer/product information where required, assist with basic reporting or

data exports, and document repeatable processes when needed.

Office & General Administration: Maintain organised filing systems, records, documents,

supplies and office administration processes. Assist managers or executives with day-to-day

administrative tasks, including preparing reports, spreadsheets, documents, quotes and

supplier/customer information.

 Basic Financial Administration: Assist with capturing, uploading, filing and processing

supplier invoices, customer invoices, receipts, statements and related documentation where

required. Maintain accuracy and escalate accounting or finance queries.

 Planning, Prioritisation & Process Support: Plan and prioritise daily tasks, follow

established routines and checklists, meet deadlines and help ensure that office, logistics and

customer support processes run smoothly. Identify bottlenecks or recurring issues and

suggest practical improvements.

Qualifications & Experience

Essential:

 Prior experience in administration, customer/client support, order fulfilment, logistics, stock

control or a closely related operational role.

 Strong written and verbal communication skills in English. Additional languages would be

beneficial.

 Good computer literacy and confidence working with cloud-based tools and online systems.

 Proficiency in Google Workspace (Gmail, Docs, Sheets, Drive) and Microsoft Office (Word,

Excel, PowerPoint), especially for email, documents and spreadsheets.

 Willingness and ability to learn new software platforms, follow system-based workflows and work accurately across multiple systems.

 Strong attention to detail, accuracy and record-keeping.

 Reliable transport and own cellphone.

Advantageous but not required:

 Experience with Odoo, Shopify, Amazon Seller Central, Takealot Seller Portal, Ongoing

WMS, Meta Business Suite, Xero or similar business, e-commerce, accounting, logistics or

warehouse systems.

 Experience in e-commerce, consumer goods, marketplace sales, warehousing/fulfilment,

courier coordination or customer service.

 Basic understanding of inventory management, online order workflows, returns processes,

supplier documentation and courier delivery procedures.

Personal Attributes:

 Honesty & Integrity: Demonstrates transparency, reliability and trustworthiness in all

interactions and responsibilities.

 Detail-Oriented & Accurate: Maintains a high level of accuracy when handling orders,

records, stock information, customer communication and system updates.

 Professional Communicator: Communicates clearly, politely and professionally with

customers, suppliers, couriers, partners and internal team members.

 Initiative & Problem Solving: Able to work independently, take initiative, resolve routine

issues and escalate matters appropriately when needed.

 Organised & Process-Oriented: Manages multiple tasks, follows workflows, maintains

routines and keeps information organised.

 Adaptable & Tech-Confident: Comfortable learning new systems, improving digital

workflows and working across multiple online platforms.

 Time Management: Prioritises effectively, works efficiently and meets deadlines, especially

during busy periods.

 Accountability & Responsibility: Takes ownership of assigned tasks and follows through

until completion.

Additional Requirements:

 Must be based in, or able to commute to, Paarl, Western Cape on a daily basis.

 Must be comfortable working with operational systems, online sales channels, logistics

partners and confidential customer/company information.

 Must be willing to learn and use new systems as the company’s operational needs develop

.

Pay: From R15 000,00 per month

Ability to commute/relocate:

• Paarl, Western Cape 7646: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you a non-smoker

Education:

• Certificate (Preferred)

Experience:

• related : 3 years (Required)

Language:

• English (Required)

Location:

• Paarl, Western Cape 7646 (Preferred)

Work Location: In person