Job Description
The Executive Assistant and Orders Coordinator is a pivotal role within our team. You will provide exceptional support to our head office in Brisbane, Australia, with a significant focus on ensuring our daily orders are dispatched promptly and accurately. In addition, you will assist and support our Director with various tasks that may evolve throughout the day.
Your responsibilities include coordinating customer orders through various stages of our ordering systems, ensuring accuracy, and maintaining the flow of operations. This role is vital to the efficiency and effectiveness of our business operations.
Job Title
- Executive Assistant & Orders Coordinator
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Passion for creating and managing To-Do lists.
- Attention to detail, ensuring accuracy in all tasks.
- Ability to stay calm and think critically under pressure.
- Proficiency with software programs like NetSuite, Shopify, WooCommerce, MYOB, and Canva is an advantage.
- Flexible and eager to learn new tasks, including through instructional videos.
- Strong team player with a collaborative mindset.
- Excellent time management and organizational skills.
- Proficient in Microsoft Office products and spreadsheet preparation.
- Effective oral communication skills.
- Ability to prioritize workload independently.
Job Responsibilities
- Process and coordinate customer orders, ensuring accuracy and timely dispatch.
- Enter orders, payments, and other data into NetSuite and other systems.
- Manage and update the Shopify website, ensuring stock accuracy.
- Provide administrative support to the Director and head office team.
- Prepare and format company documents, including prospect lists and reports.
- Assist in managing communication channels, including emails and WhatsApp.
- Use Trello and Google Calendar for task management and prioritization.
- Prepare daily, weekly, and monthly sales and ordering reports.
- Assist in updating company price lists and training documents.
- Coordinate with the warehouse team to manage stock levels and stocktakes.
- Handle company invoices and liaise with the bookkeeper.
- Ensure all discontinued items are off-boarded correctly.
- Manage the company’s accounting and stock management systems.
- Report and follow up on issues with the Shopify website.
- Participate in all team meetings and maintain professional presentation for online meetings.
Good luck and God Bless!