Junior Data Capture & Operations Administrator

PENELOPE MOGAKANE

Operations Coordinator Executive Assistant

Johannesburg, South Africa (open to remote) +27-68-845-**** *****************@*****.*** LinkedIn: www.linkedin.com/in/penelope-mogakane-operations PROFESSIONAL SUMMARY

Operations Coordinator with an Advanced Diploma in Operations Management and day-to-day ownership of the full client and order cycle at a South African e-commerce, publishing and distribution business: onboarding, contracts, quotations, order processing, invoicing, courier coordination and record keeping. Runs operational and commercial administration in Odoo ERP and coordinates between clients, authors, publishers, bookstores, couriers and internal teams by email, phone and video call. Equally comfortable in executive support: diary and meeting coordination, inbox triage, reports and presentations, trackers and standard operating procedures, and follow-up on every open action until it closes. Careful with confidential contracts, client data and commercial documentation. Available for on-site, hybrid and remote roles, including UK and US business hours. CORE SKILLS

Client Onboarding, Contract and Documentation Administration, Order Processing and Order Management, Quotations and Invoicing, Enterprise Resource Planning (ERP) and Customer Relationship Management (CRM) Data Management, Diary and Calendar Coordination, Inbox and Correspondence Management, Vendor, Courier and Supplier Coordination, Stakeholder Communication Across Time Zones, Inventory Control and Stock Takes, Records Management and Audit Preparation, Report and Presentation Preparation, Process Improvement and SOP Writing, Project and Deliverable Tracking, Attention to Detail and Quality Control, Confidentiality and Discretion, and Remote and Cross-Functional Collaboration.

PROFESSIONAL EXPERIENCE

Operations Coordinator Feb 2026 - Present

DotDot.Direct, Johannesburg, South Africa (Hybrid) DotDot.Direct is a South African e-commerce marketplace and publishing and distribution business connecting retailers, publishers, authors and service providers with customers, and providing the logistics, payment collection, marketing and technology behind those sales.

● Own client onboarding end to end: collect and verify the required documentation, set each new client up correctly on the system, and follow up until the account is complete and trading.

● Prepare and issue distribution contracts and client agreements, chase outstanding signatures, and file executed copies so records stay audit ready.

● Process book orders for bookstores, retail customers and exclusive titles in Odoo ERP, capturing each order accurately and routing it to the right party for fulfilment.

● Issue quotations and invoices in Odoo, including service fees, courier and packaging costs, and check every supporting document against the order before it goes out.

● Coordinate packaging and courier bookings from payment through to dispatch, monitor deliveries in transit, and resolve delays directly with couriers and clients.

● Act as the point of contact between clients, authors, publishers, bookstores and internal teams, answering product, pricing, order and service queries by email, phone and video call.

● Build AI-assisted information sheets and book catalogues, then present them to bookstore buyers to promote client titles and open new retail channels.

● Plan and run marketing and book distribution projects, tracking deliverables across teams and raising risks early so deadlines hold.

● Design marketing collateral including posters, adverts and visual assets for client campaigns and internal use.

● Maintain the company website, publishing new content, product information and visual updates.

● Run stock counts, inventory tracking and internal audits, verifying counts, preparing the supporting documentation and flagging discrepancies for review.

● Rebuilt the physical and digital filing systems around consistent naming and filing conventions, which reduced duplicate records and made documents retrievable during audits and client queries.

● Handle confidential client records, contracts and commercial documentation with discretion.

● Work with management on workflow improvements and write up standard operating procedures so repeat operational tasks run the same way every time.

Waitress Feb 2025 - Nov 2025

Arturo Restaurant, Johannesburg, South Africa

● Served a full section of tables in a high-volume dining room, holding order accuracy and pace through peak service.

● Captured orders and processed payments on the point-of-sale system, keeping every bill accurate.

● Recommended specials and menu items to guests, and resolved customer concerns quickly and professionally.

● Supported colleagues through the busiest shifts and covered sections when the floor was short-staffed. TOOLS

● ERP and Operations: Odoo ERP (sales orders, quotations, invoicing, customer records, inventory), e-commerce marketplace listings, courier booking and tracking portals

● Documents and Data: Microsoft Excel, Microsoft Word, Microsoft PowerPoint, Microsoft Outlook, Google Sheets, Google Docs, Google Slides

● Communication and Scheduling: Gmail, Outlook Calendar, Google Calendar, Microsoft Teams, Zoom, Google Meet, WhatsApp Business

● Collaboration and Task Management: Google Drive, Google Workspace, Trello, Asana, ClickUp

● Design and Web: Canva, WordPress

● AI and Productivity: ChatGPT, Claude

EDUCATION

● 2025 - Advanced Diploma in Operations Management University of Johannesburg

● 2024 - Diploma in Operations Management University of Johannesburg ADDITIONAL

● Fluent English, written and spoken, including client-facing video calls.

● Available for on-site, hybrid and remote work across South African, UK and US business hours.

Contact this candidate