Job Description
The Operations / Administration Assistant will support the Company Operations Manager in processing client orders and carrying out administrative tasks, with a strong focus on maintaining and updating our database of current and prospective clients.
We are a small, Australia-based business supplying products and solutions to the 4- and 5-star hotel market, primarily in Australia. Orders vary from simple items like bedside alarm clocks to large-scale, custom-made guest room phones and software that improves hotel operations.
Much of the work is email-based and follows established templates and processes. However, due to the variety of orders, flexibility and independent thinking are essential. You’ll be expected to assess each situation, apply the relevant process, and execute tasks with efficiency and attention to detail.
Job Title
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Operations/Administration Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Proficient in office software, ideally Google Workspace (Gmail, Sheets, Docs).
- Previous experience in an admin, coordination, or support role is preferred.
- Excellent written and spoken English; able to adapt email templates as needed.
- High accuracy in data entry, communication, and order management.
- Strong ability to prioritize tasks and manage time effectively without micro-management.
- Proficient in learning and using various software tools; self-teaching is essential, though guidance and support will be provided.
- Proactively seeks better ways of doing things and suggests improvements.
- Willing to adjust to evolving strategies and priorities in a dynamic, small-business environment.
Job Responsibilities
- Accept new orders from the Sales team, ensuring all necessary information is obtained to meet client expectations.
- Set up new orders in the Order Management Software.
- Create purchase orders for suppliers (via Xero).
- Monitor production of custom-made phones and coordinate with suppliers on logistics.
- Generate client invoices (via Xero) and track payments.
- Book domestic and international couriers to ensure timely and accurate deliveries.
- Monitor shipments, confirm safe arrival, and update clients accordingly.
- Liaise with suppliers about stock availability and delivery timelines.
- Keep clients informed throughout the order process.
- Provide regular updates on orders with long lead times (e.g. 3-month production for custom phones).
- Review and update client contact details through online research and occasional follow-up calls.
- Monitor the shared ‘orders’ inbox, triaging and responding to emails as needed.
- Reply to emails both in your own capacity and on behalf of the Operations Manager.
- Provide general administrative support as required.
Good luck and God Bless!