Administration Officer – Operations & Dispatch

Callington Mill Distillery | Oatlands, Tasmania

Employment: Casual, with a pathway to full-time employment after six months

Hourly Rate: $33.71–$37.50 + superannuation (depending on experience)

Working Hours: Monday to Friday, 8:00am–4:00pm.

Location: 6 Mill Lane, Oatlands, Tasmania

Accommodation Available for Relocating Candidates

1. About the Opportunity

Callington Mill Distillery is seeking a highly organised, reliable and detail-oriented Administration Officer to join our team at the Oatlands Admin Centre.

This is a hands-on position responsible for supporting the daily administration, customer service, order processing, dispatch, stock control, recordkeeping and reporting requirements of the business.

We are looking for someone who takes genuine ownership of their responsibilities, works accurately and consistently, and understands the importance of following established systems and procedures.

The successful candidate will initially be employed on a casual basis, with a six-month performance assessment period and an intended transition to full-time employment upon satisfactory performance and mutual agreement.

This role offers long-term career development opportunities for someone who demonstrates reliability, initiative and the ability to take on increasing responsibility.

2. Key Responsibilities

Administrative Operations & Documentation

- Process customer orders, invoices and payments accurately and efficiently.

- Maintain complete, accurate and up-to-date records across company systems and spreadsheets.

- Ensure all documents are correctly completed, verified, filed and archived.

- Maintain effective document control, including correct file naming, version management and record retention.

- Maintain and update internal documentation, training materials and Standard Operating Procedures (SOPs).

- Follow up on outstanding administrative matters until they are fully resolved.

Customer Service & Communication

- Respond promptly and professionally to customer enquiries by telephone and email.

- Process customer requests and provide accurate information regarding orders, invoices and deliveries.

- Follow up on outstanding orders, payments and customer enquiries.

- Maintain professional communication with suppliers, freight providers and internal departments.

- Ensure customer commitments are recorded, followed up and completed within agreed timeframes.

Dispatch & Logistics

- Prepare and coordinate customer orders for dispatch.

- Generate shipping labels, consignment notes and supporting documentation.

- Liaise with Australia Post and other freight providers.

- Verify customer details, product quantities and shipping information before dispatch.

- Monitor shipments and investigate delivery discrepancies.

- Maintain accurate dispatch records and ensure all stock movements are properly documented.

- Coordinate with production, warehouse and sales teams to ensure timely order fulfilment.

Stock Control & Inventory

- Assist with regular stocktakes and inventory reconciliations.

- Maintain accurate stock movement and inventory records.

- Investigate and report discrepancies between physical stock and system records.

- Ensure all stock adjustments are supported by appropriate documentation and approval.

- Assist with maintaining accurate product, packaging and warehouse inventory records.

- Coordinate with relevant departments to resolve inventory discrepancies.

Systems, Reporting & Compliance

- Operate systems including Xero, Shopify, Microsoft Excel, Australia Post and other company platforms.

- Maintain accurate and consistent information across all systems.

- Prepare and submit daily, weekly and monthly reports within established deadlines.

- Maintain administrative task lists, checklists and compliance registers.





- Support accurate recordkeeping for stock movements, dispatch, inventory and other regulated business activities.

- Ensure supporting documentation is complete, traceable and available for management review.

- Promptly escalate errors, overdue tasks, missing documents and unresolved discrepancies.

- Assist with the implementation and continuous improvement of administrative procedures.

3. Our Expectations – Accuracy, Accountability & Discipline

At Callington Mill Distillery, we believe that strong administration is built on accuracy, consistency, transparency and personal accountability.

We expect every team member to take ownership of their work and complete responsibilities properly, without the need for repeated reminders or unnecessary supervision.

The successful candidate must demonstrate the following standards:

Accuracy and Attention to Detail

- Check and verify information before processing, submitting or filing it.

- Ensure invoices, orders, stock records, spreadsheets and reports are complete and accurate.

- Never assume information is correct without appropriate verification.

- Identify discrepancies and investigate them before making corrections.

- Maintain records that are reliable, traceable and suitable for management review or audit.

Following Systems and Procedures

- Follow established SOPs, checklists and internal procedures consistently.

- Seek clarification whenever a process or instruction is unclear.

- Do not introduce unauthorised changes to records, systems or procedures.

- Ensure all required steps are completed, including final verification and filing.

- Support continuous improvement by recommending changes through the appropriate approval process.

Reporting and Communication

- Submit required daily, weekly and monthly reports consistently and on time.

- Keep management informed of progress, delays and outstanding responsibilities.

- Raise problems early rather than waiting until deadlines are missed.

- Communicate clearly, professionally and accurately.

- Provide complete information when reporting an issue, including the cause where known, actions taken and proposed resolution.

Accountability and Ownership

- Take responsibility for assigned tasks from commencement through to completion.

- Meet agreed deadlines without repeated follow-up.

- Ensure unfinished work is properly recorded and handed over.

- Acknowledge mistakes promptly and take appropriate corrective action.

- Follow through on instructions and confirm completion when required.

Organisation and Time Management

- Plan daily responsibilities and prioritise tasks effectively.

- Maintain an organised workspace and accurate electronic filing systems.

- Manage competing priorities while maintaining attention to detail.

- Complete routine responsibilities consistently, even during busy periods.

- Ensure important administrative tasks are not overlooked.

Qualified Conduct and Teamwork

- Demonstrate integrity, honesty, reliability and professionalism.

- Maintain confidentiality of business, customer and employee information.

- Work collaboratively and respectfully with colleagues.

- Accept constructive feedback and demonstrate a willingness to improve.

- Support colleagues while remaining accountable for individual responsibilities.

4. Skills & Experience

Essential

- Previous experience in administration, office support, order processing or a similar role.





- Strong attention to detail and commitment to accuracy.

- Good Microsoft Excel and general computer skills.

- Excellent organisation and time-management abilities.

- Professional written and verbal communication skills.

- Ability to follow structured processes and maintain accurate records.

- Strong problem-solving skills and practical judgment.

- Ability to work independently and take ownership of responsibilities.

- Willingness to learn new systems and procedures.

- Positive attitude, reliability and a commitment to continuous improvement.

Highly Regarded

- Experience with Xero, Shopify and Australia Post shipping systems.

- Experience in inventory management, stock control or dispatch.

- Experience with data reconciliation and operational reporting.

- Experience maintaining SOPs and internal documentation.

- Previous employment in manufacturing, logistics, warehousing, hospitality or a similar operational environment.

5. Additional Requirements

- Valid driver's licence.

- Forklift licence advantageous but not essential.

- Must live in Oatlands or surrounding areas, or be willing to relocate.

- Ability to work on-site at the Oatlands Admin Centre.

6. Employment Conditions & Remuneration

Position: Administration Officer – Operations & Dispatch

Employment Type: Casual initially, with an intended transition to full-time employment after six months, subject to satisfactory performance and mutual agreement.

Hourly Rate: $33.71–$37.5 plus superannuation, depending on relevant skills and experience.

Expected Working Hours: Monday to Friday, 8:00am–4:00pm, subject to operational requirements.

Location: 6 Mill Lane, Oatlands, Tasmania.

Accommodation: Shared accommodation within walking distance of the workplace may be available to applicants relocating to Oatlands. A private bedroom with shared facilities is offered, subject to availability and agreed terms.

Six-Month Performance Assessment

During the initial six months, performance will be assessed against:

- Accuracy and quality of administrative work.

- Consistency in following established systems and procedures.

- Timely completion of assigned responsibilities.

- Reliability in daily reporting and communication.

- Ability to identify, investigate and resolve discrepancies.

- Professionalism, teamwork and willingness to learn.

- Ability to work independently with increasing confidence and efficiency.

The intention is to transition the successful employee to full-time employment following a satisfactory six-month assessment, subject to agreement and applicable employment requirements.

7. Career Growth & Development

This role provides an opportunity to build a long-term career within a growing Tasmanian business.

Employees who consistently demonstrate strong performance, accountability, initiative and systems knowledge may be considered for additional responsibilities and future progression into senior administration, operations coordination or office management positions.

Career progression will be based on demonstrated capability and business requirements.

8. How to Apply

We are looking for someone who takes pride in their work, values accuracy and reliability, and wants to contribute to a professional and well-organised administration team.

Applications must include:

1. An up-to-date resume outlining relevant employment experience.

2. A cover letter explaining your suitability for the role, particularly your experience with administration, systems, accuracy and meeting deadlines.

3. Contact details for three professional referees who can comment on your work performance.

Applications that do not include the requested documents and referee details may not be processed.

If you are organised, reliable, detail-oriented and committed to maintaining high standards, we encourage you to apply.

📌 Office Admin – Oatlands (Callington Mill Distillery)
🏢 Callington Mill Distillery
📍 Oatlands