Job Description

The Role:

n

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.

n

Key responsibilities:

n

Customer service and admin

n

Answer customer phone calls and respond to customer emails

n

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

n

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

n

Invoicing support and data entry

n

Assist with invoicing and credit notes

n

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

n

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

n

Supplier liaison and purchase orders

n

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

n

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

n

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

n

Stock and product system updates (office-based)

n

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

n





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

n

Maintain accurate product and inventory records in the system

n

Process and tool support

n

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

n

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

n

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

n

About you

n

Previous office/admin experience (essential)

n

Minimum 1-2 years of office/admin experience required

n

Strong computer skills and the ability to learn new systems quickly

n

Fast and accurate data entry skills with high attention to detail

n

Confident phone manner and professional written communication

n

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

n

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

n

Proactive, reliable, and happy to help across the business

n

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

n

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

n

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

n

Hours and pay

n

Part-time role (hours negotiable)

n

Minimum 16-20 hours per week required

n

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

n

Office-based in Moorabbin

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