Job Description
The Operations / Administration Assistant will support the Company Operations Manager in delivering client orders and performing additional administrative tasks. Focus on custom made orders, liaising with suppliers and coordinating international and domestic stock delivery. This role is ideal for someone detail-oriented, tech-savvy, and proactive, with the ability to thrive in a structured yet flexible environment.
Job Title
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Operations/ Administration Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Proficiency with standard office software, ideally Google Suite.
- Prior experience in an administrative or similar role is highly desirable.
- High accuracy in data entry, communication, and order management.
- Excellent written and spoken English; able to adapt email templates as needed.
- 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 details are gathered to meet client expectations.
- Set up new orders in the Order Management Software.
- Create purchase orders for suppliers to fulfill client orders.
- Generate client invoices in Xero and manage payment tracking.
- Book international and domestic couriers to ensure orders are delivered on time and to the correct location.
- Monitor shipments, confirm safe arrival, and update clients.
- Liaise with suppliers regarding stock availability and delivery timelines.
- Maintain clear and proactive communication with clients throughout the order process.
- Provide updates for orders with long lead times.
- Review and update contact details in the client database through online research and occasional phone calls.
- Triage emails in the ‘orders’ email account.
- Assist with general administrative tasks as needed.
Good luck and God Bless!