The Operations Assistant plays an important role in enabling Bouchard Finlayson to operate at its best, bringing accuracy, organisation and care to the detail that keeps our business moving.
From customer invoices and orders to stock information, delivery documentation, reporting, office administration and broader business support, the Operations Assistant helps ensure that information flows accurately through the business and that the operational and administrative processes supporting our customers, wines and teams happen as they should.
Working closely with the Operations & Logistics Manager, the Operations Assistant provides dependable support across the business, helping to create capacity, keep priorities moving and ensure actions are followed through. Through strong organisation, ownership and consistent follow-through, they contribute to an operation that is reliable, responsive and able to deliver at the standard Bouchard Finlayson expects.
Beyond executing the requirements of the role today, this position offers the opportunity to develop a broad understanding of how Bouchard Finlayson operates. Through curiosity, initiative and a willingness to learn, the Operations Assistant will build knowledge across the commercial and operational workings of the business, identify opportunities to improve how we work and progressively take on greater responsibility as their capability develops and the needs of the business evolve.
The Operations Assistant works across Bouchard Finlayson, supporting Operations, Sales, Finance, People & Culture, the warehouse and other areas of the business as required. They will help ensure that the right information reaches the right people at the right time, that discrepancies are identified and resolved, and that colleagues and customers receive dependable and professional support.
Equally important is the responsibility to bring care and ownership to every task, recognising that operational excellence is built through thousands of details being handled accurately and consistently. The successful candidate will take pride in getting things right, follow through on commitments and continually seek to become more capable, knowledgeable and valuable to the team.
Success in this role will be measured not only by the accuracy and timeliness of invoicing and administration, but by the reliability of the support provided, the quality and integrity of information across the function, and the individual's ability to learn, grow and make an increasingly meaningful contribution to Bouchard Finlayson.
KEY RESPONSIBILITIES
Deliver Accurate & Timely Invoicing
- Prepare, process and issue customer invoices across local and export sales accurately and timeously.
- Ensure invoices align with approved sales orders, delivery notes, pricing agreements and customer information.
- Process credit notes, rebates, pricing adjustments and other related transactions accurately and in accordance with agreed processes.
- Ensure VAT and other required information is correctly reflected on invoices and supporting documentation.
- Maintain complete and accurate records of invoices and all associated documentation.
- Match delivery notes and proof of delivery documentation to invoices, identifying and following up on discrepancies or outstanding information.
- Maintain accurate customer master data and related records.
- Assist with month-end invoicing processes and cut-offs, ensuring transactions and supporting information are complete and accurate.
- Respond professionally to routine customer invoicing queries and work with relevant internal teams to resolve discrepancies efficiently.
Support Orders, Logistics & Stock Administration
- Assist with the accurate processing and administration of customer orders across relevant sales channels.
- upport the coordination of deliveries, couriers and other day-to-day logistics requirements.
- Maintain accurate order, delivery and logistics records, trackers and supporting documentation.
- Follow up on outstanding proof of delivery, delivery information and other operational documentation.
- Assist with stock transfers, stock records and routine inventory administration.
- Support stock takes, stock reconciliations and the investigation of variances where required.
- Assist with the preparation, collation and administration of export documentation and other operational requirements.
- Work closely with the warehouse and Operations & Logistics Manager to ensure administrative information accurately reflects the movement of stock and goods.
Enable Sales Support & Reporting
- Provide responsive day-to-day administrative support to the Sales team where required.
- Assist with customer, order, pricing and stock information to support effective sales execution and customer service.
- Compile and maintain regular sales, stock, order and operational reports and trackers.
- Extract, check and consolidate data from business systems and spreadsheets, ensuring information is complete and accurate.
- Support the preparation of information required for internal reporting, meetings and business reviews.
- Maintain accurate customer and sales information across relevant systems and records.
- Assist with routine customer and distributor queries, coordinating with the appropriate internal teams where further input is required.
Enable Business & Support Effective Operations
- Provide dependable day-to-day administrative and coordination support to the Operations & Logistics Manager, helping to create capacity and ensure priorities, actions and commitments are followed through.
- Provide broader administrative support across Bouchard Finlayson where required, working collaboratively with colleagues and leaders to support the effective functioning of the business.
- Assist with general office administration and, over time, take increasing responsibility for the organisation and smooth running of the office environment.
- Coordinate routine office requirements, supplies, service providers, documentation and other administrative needs as required.
- Assist with diary coordination, meeting arrangements, preparation of information and follow-up on actions where required.
- Coordinate business travel and related arrangements, including flights, accommodation, transport and itineraries, as required.
- Assist with the preparation and coordination of documents, presentations, reports, correspondence and other business information.
- Support internal meetings, events, visits and other business activities with planning, logistics and administration as required.
- Maintain organised, complete and accessible records and information, ensuring documents and administrative processes are managed effectively.
- Help coordinate requirements and information across different areas of the business, ensuring that actions are directed to the right people and followed through.
- Build strong working relationships across the organisation and become a dependable source of support for the wider team.
- Respond flexibly to changing priorities and provide support where it is most needed, recognising that the scope of the role will continue to evolve as the business grows and changes
Contribute to Excellence & Shape the Future
- Approach every responsibility, regardless of size, with care, accuracy and a commitment to excellence.
- Take ownership of assigned responsibilities, ensuring actions are followed through and commitments are met.
- Build constructive and collaborative relationships across the business, recognising that seamless operations depend on strong teamwork and communication.
- Embrace new systems, processes and ways of working, contributing positively to the continued evolution of the function.
- Develop an increasingly broad understanding of Bouchard Finlayson and how its operational, commercial and financial processes connect.
- Bring curiosity and initiative to the role, asking questions, seeking to understand and continually looking for opportunities to learn and contribute.
- Continually look for opportunities to simplify processes, strengthen accuracy and improve ways of working.
- Progressively take on broader responsibilities as knowledge, capability and the needs of the business evolve.
- Recognise that every role at Bouchard Finlayson contributes to the standards, reputation and future success of the estate.
PERSONAL QUALITITES & ATTRIBUTES
The Operations Assistant will be an individual who takes genuine pride in getting things right. They will understand that excellence is often found in the detail, and that accuracy, reliability and follow-through behind the scenes are fundamental to how effectively the wider business performs.
They will bring curiosity, energy and a strong desire to learn, recognising this role as an opportunity to build meaningful knowledge and capability across the business. The successful candidate will not simply complete tasks, but will seek to understand why they matter, how they connect and how they might be done better.
The successful candidate will demonstrate:
- Exceptional attention to detail and a natural instinct for accuracy.
- Strong numerical ability and confidence working with financial and operational information.
- A methodical, organised and disciplined approach to work.
- A strong work ethic and willingness to contribute wherever support is required.
- Reliability and accountability, with a commitment to following tasks through to completion.
- Curiosity and a genuine desire to learn, develop and understand the broader business.
- The confidence to question information that does not look right and investigate discrepancies rather than simply processing them.
- Initiative and a proactive, solution-oriented approach to day-to-day challenges.
- Strong time management and the ability to balance multiple priorities while maintaining accuracy.
- Clear and professional communication skills and the ability to work collaboratively across different teams.
- Discretion and sound judgement when working with confidential or commercially sensitive information.
- Adaptability and enthusiasm for learning new systems, processes and ways of working.
- A commitment to continuous improvement and a desire to progressively take on greater responsibility.
- Pride in Bouchard Finlayson and a desire to contribute meaningfully to the continued evolution and success of the business.
QUALIFICATIONS & EXPERIENCE
The ideal candidate will have a strong numerical and administrative foundation, combined with the aptitude, work ethic and ambition to develop within an evolving operational environment.
The successful candidate will demonstrate:
- Matric, with strong numeracy skills.
- A certificate, diploma or degree in Finance, Accounting, Bookkeeping, Business Administration, Office Administration, Logistics or a related discipline is advantageous.
- Previous experience in invoicing, finance administration, sales administration, logistics administration or a similar environment would be advantageous, although aptitude, attitude and potential will be equally important.
- Strong computer literacy, with confidence using Microsoft Excel and the Microsoft Office suite.
- Experience working with accounting, ERP, stock or order-management systems would be advantageous.
- The ability to work accurately with financial information, transactional data and high volumes of documentation.
- Experience within the wine industry, FMCG, distribution or another operational environment would be beneficial but is not essential.
- A demonstrated willingness to learn and develop within a fast-moving, evolving business environment.
APPLICATIONS
Please submit your CV to: recruitment@bouchardfinlayson.co.za