Job Description

ABOUT US

Africology's journey is one of resilience, family values, and a commitment to natural healing. Founded by Renchia Droganis during a time of personal adversity, Africology began with a passion for harnessing the power of botanical therapies. What started as a single mother's effort to create meaningful, chemical-free skincare has grown into a family-run business present in leading hotels and spas worldwide. Guided by a deep respect for nature, every product is crafted with care, reflecting Africology's dedication to authentic beauty and environmental preservation.

ROLE PURPOSE:

The Office & Warehouse Coordinator ensures smooth daily operations across both the office and warehouse. This person coordinates warehouse activities, dispatch processes, stock control, and supplier orders, while also managing front-office duties such as reception, client interactions, and general administrative tasks. They act as the operational hub, ensuring accuracy, timeliness, and professionalism across all functions.

DUTIES & RESPONSIBILITIES

KEY PERFORMANCE INDICATORS

: but not limited to:

1. Warehouse & Dispatch Coordination

Receive, process, and track ICS and wholesale picking slips in the relevant control books. Coordinate order picking, packing, and dispatch for local and international shipments. Book shipments via BOBGO, Courier Guy, DHL, TUNL, and Cloud Logistics. Print, check, and manage waybills, manifests, and shipping documentation. Ensure compliance with Dangerous Goods documentation and procedures. Conduct QC checks on incoming and outgoing stock. Assist with stock organisation, inventory counts, and returns processes. Record and report operational errors (quantity discrepancies, damages) and implement corrective action.

2. Office & Reception Management

Manage reception area and ensure a professional client-facing experience. Answer and direct calls promptly and efficiently. Coordinate courier collections and deliveries at reception. Maintain office supplies, stationery, and kitchen consumables. Support administrative tasks and ensure organised office systems. Schedule meetings, manage diaries, and coordinate client visits.

3. Administrative Duties

Maintain accurate records of orders, stock, suppliers, and office activities. Prepare reports, spreadsheets, and documentation for management review. Assist in updating internal procedures, manuals, and workflows. Support payroll, attendance, and staff-related administration as required. Manage filing systems, both digital and physical, to ensure quick retrieval of information.

4. Staff Coordination, Training & Development

Assist with onboarding new warehouse and office staff, including induction and orientation. Support ongoing training and development programs to ensure staff understand procedures, systems, and safety protocols. Help monitor team performance and provide feedback to management. Assist in staff scheduling, task allocation, and workflow prioritisation. Act as a first point of contact for warehouse or office staff queries.

5. Purchasing & Supplier Coordination

Place supply orders with suppliers Track supplier deliveries and resolve any discrepancies. Maintain accurate records of all supplier transactions and invoices.

6. Rework & Stock Write-Off Management

Capture and manage rework stock with full documentation. Record written-off stock, provide evidence, and communicate with relevant teams. Support safe disposal and compliance processes for stock.

7. Operational Excellence & Team Support

Lead by example in accuracy, organisation, and accountability. Support warehouse and office team members, coordinating daily tasks. Promote process improvements, efficiency, and solution-focused problem-solving. Stay updated on company systems, processes, and compliance requirements.

Education & Qualifications

Matric / Grade 12 minimum. Tertiary qualification in Business Administration, Logistics, Supply Chain, or related field is advantageous. Valid driver's license is preferred.

Work Experience

2-4 years' experience in warehouse coordination, dispatch, logistics, or office administration. Experience in the

cosmetics, beauty, or fast-moving consumer goods industry

is highly desirable. Comfortable working in a

fast-paced, high-pressure environment

. Experience managing front-office/reception duties and staff coordination. Experience with courier systems, stock management, and shipping documentation. Experience using digital order systems (Shopify, BOBGO, Cloud Logistics, DHL/TUNL portals).

Skills & Competencies

Excellent administrative, organisational, and time-management skills. Strong attention to detail and documentation accuracy. Effective communication skills, both verbal and written. Ability to multitask, prioritise, and remain calm under pressure. High integrity, reliability, and accountability. Solutions-focused and process-driven.

Personal Qualities

Organised, structured, and proactive. Professional and approachable, especially with clients and team members. Confident working in a hybrid office and warehouse environment. Able to thrive in a

fast-paced, high-volume environment

. Willing to take ownership and drive processes to completion.

WHY JOIN US

Competitive compensation package. Opportunities for career growth and advancement. A dynamic and collaborative work environment. Commitment to quality, safety, and environmental responsibility.
If you are ready to embrace a challenging and rewarding role within the natural skincare and wellness industry and possess the required skills and experience, we encourage you to apply. Africology is an equal opportunity employer, welcoming applications from individuals with diverse backgrounds and experiences. We are excited to welcome a passionate team member who shares our commitment to crafting authentic beauty products rooted in nature and holistic wellness.

Duties and responsibilities are not limited to the above job specifications, and additional requirements and instructions must be adhered to and complied with as needed and within legal limits. Duties, responsibilities, requirements, and/or instructions may change at any time in accordance with business or operational needs.

Job Type: Full-time

Pay: R10000,00 - R15000,00 per month

Application Question(s):

Describe your experience coordinating warehouse operations, including order picking, packing, and dispatch. Have you worked in a fast-paced or high-pressure environment, preferably in the cosmetics, beauty, or FMCG sector? Explain your experience managing reception, office administration, and general front-office duties. How do you ensure that daily office operations run smoothly while balancing other responsibilities? Which inventory, courier, or order management systems have you used (e.g., Shopify, BOBGO, DHL, Cloud Logistics, TUNL)? How comfortable are you learning and managing multiple digital systems simultaneously? Have you assisted with onboarding, training, or supporting warehouse or office staff? How do you ensure team members understand processes and maintain high standards? Give an example of a time when you identified an error in stock, dispatch, or documentation. How did you resolve the issue, and what steps did you take to prevent it from happening again?
Work Location: In person