The Role:

This is an admin-first role supporting our day-to-day operations with data entry, invoicing support, customer communication, supplier liaison and purchase orders. You will help keep orders, invoices, customer requests, stock records and internal admin tasks moving quickly and accurately. This role suits someone who is very competent with computers, enjoys learning new tools, and takes pride in being fast, accurate and organised.

Key responsibilities:

Customer service and admin

Answer customer phone calls and respond to customer emails

Assist with enquiries relating to orders, invoices, credits and general account questions

Maintain organised records (filing, scanning, saving documents correctly and keeping tidy digital folders)

Invoicing support and data entry

Assist with invoicing and credit notes

Data entry across our systems including customer details, product updates and pricing updates

Maintain high attention to detail to prevent errors across invoices, orders and product information

Supplier liaison and purchase orders

Liaise with suppliers regarding orders, invoices, missing items and discrepancies

Create and submit purchase orders and maintain accurate records of supplier communications

Follow up suppliers to ensure issues are resolved in a timely manner

Stock and product system updates (office-based)

Enter stock into the system accurately based on deliveries and internal paperwork





Assist with resolving discrepancies by communicating internally and following up where required

Maintain accurate product and inventory records in the system

Process and tool support

Use spreadsheets (Excel / Google Sheets) confidently for data entry, checking and basic reporting

Comfortable using modern tools (including AI tools such as ChatGPT) to work faster and more accurately

Help improve easy admin processes so the office runs smoothly as the business grows

About you

Previous office/admin experience (essential)

Minimum 1-2 years of office/admin experience required

Strong computer skills and the ability to learn new systems quickly

Fast and accurate data entry skills with high attention to detail

Confident phone manner and professional written communication

Strong Excel / Google Sheets ability (sorting, filters, basic formulas)

Comfortable working in a busy office with frequent interruptions and changing priorities

Proactive, reliable, and happy to help across the business

Experience in wholesale, online retail, order processing or similar is highly regarded

Experience with supplier liaison, purchase orders, invoicing, credit notes, or customer accounts is highly regarded

Experience with Xero, Shopify, inventory or order systems is helpful but not essential

Hours and pay

Part-time role (hours negotiable)

Minimum 16-20 hours per week required

$27 to $35 per hour + super, depending on experience and capability

Office-based in Moorabbin

#J-18808-Ljbffr

📌 Admin & Operations Support (Melbourne)
🏢 Smooth Sales
📍 Melbourne