This role combines hands‑on administration with operational coordination and systems improvement. Working closely with the Founder and leadership team, you will coordinate the day‑to‑day operational backbone of the businesses across administration, financial workflows, people coordination, executive support and factory operations. Your purpose is to keep the businesses organised, information accurate and work moving forward, giving the Founder more time to lead the business while ensuring the team has the systems and support needed to deliver.

Key responsibilities

- Coordinate financial workflows including collecting, checking and organising supplier invoices, purchase orders, receipts and supporting documents; maintaining accounts payable schedules; supporting customer invoicing and monitoring outstanding balances; liaising with suppliers and customers to resolve discrepancies; preparing payroll inputs; and coordinating information with the bookkeeper, accountant and leadership team.
- Build and maintain administrative systems by organising and maintaining shared folders, business records, registers and operational trackers; building and maintaining task boards, calendars, checklists and recurring workflows; documenting standard operating procedures; and helping the team use agreed systems consistently.
- Support the Founder / CEO and leadership team by coordinating meetings, calendars and appointments; preparing meeting agendas and recording decisions; following up actions, deadlines and commitments; preparing routine reports and documents; and handling sensitive information with discretion.




- Coordinate warehouse and factory operations by coordinating team rosters and attendance information; helping prepare and communicate daily and weekly operational plans; coordinating inbound and outbound deliveries; keeping delivery schedules visible; supporting accurate receiving, stock movement and dispatch records; and coordinating stocktakes and inventory checks.
- Lead agreed systems and operational improvement projects by working with leadership to define problems and intended outcomes; creating practical implementation plans; gathering requirements from users; coordinating with software providers and internal team members; supporting data preparation and migration; and monitoring progress and adoption.
- Support health and safety standards and practices by maintaining health and safety documents, training records and relevant registers; coordinating employee, contractor and visitor induction administration; scheduling training and inspections; keeping records of reported hazards and incidents; and escalating safety concerns promptly.
- Coordinate with overseas administration support by coordinating agreed tasks and priorities; providing clear instructions and supporting documents; maintaining visibility of work in progress; reviewing completed work for accuracy; and ensuring information is shared through approved systems.
- Support customer service by supporting routine enquiries about orders,



deliveries and account information; coordinating with warehouse and production teams to provide accurate order updates; following up delayed or incorrect deliveries; and recording customer issues and resolutions.
- Support people administration and team coordination by coordinating recruitment administration and interview scheduling; preparing onboarding paperwork; maintaining employee and contractor records; keeping approved leave, attendance and roster information current; and supporting internal communication about schedules and procedures.

About you

- Experience in administration, operations coordination, warehouse administration or a related role.
- Strong organisational skills and the ability to manage several priorities.
- Accuracy and confidence when working with financial and operational information.
- Transparent written and verbal communication.
- Confidence using spreadsheets, shared documents and business software.
- The ability to document a process so that someone else can follow it.
- A practical approach to solving problems and improving workflows.
- Good judgement about what you can resolve independently and what needs escalation.
- Discretion when handling confidential information.
- A collaborative approach and respect for colleagues across different roles and locations.

About us

Healthyroo is a fast-growing company operating across two interconnected areas: an expanding contract manufacturing operation and an ecommerce nutrition brand. As both businesses grow, we are strengthening the operational structure that supports our people, production, customers and commercial activities.

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📌 Operations & Administration Coordinator (Sydney)
🏢 Healthyroo Australia
📍 Sydney