Full-Time Operations and Team Lead – ACTIVE

Job Application Code: 003788JA (add this to the application form)

Shift: Full Time, Monday to Friday, 9:00am – 5:00pm Sydney AEST with a 30 minute paid lunch (or 9:00am – 5:30pm if a full hour is taken). Daily Slack communication required.

Role Overview:

We are looking for an experienced and self-directed full-time Operations and Team Lead to run the day-to-day operations of an Australian organic coffee business supplying major supermarket retailers.

This role owns supply chain coordination, demand planning, inventory and retailer reporting, and leads a small team of two part-time customer service assistants. A missed delivery affects KPIs across the entire supply chain, so the work is time-sensitive and requires the ability to hold several competing priorities at once without losing accuracy.

The person in this role sets the daily priorities themselves rather than waiting to be told, leads the two assistants day to day, and communicates early when capacity is under pressure. This is not a role that can be run by following a fixed weekly structure – it needs someone who can be accountable for the numbers.

Primary Mission

Own the operations function end to end so the business owner is out of the daily operational detail: retailer commitments met without her intervention, the team led to your priorities, demand plans issued on schedule, and inventory reconciled and accurate across platforms.

Key Responsibilities

Operations and Supply Chain

• Supply purchasing and order tracking.
• Demand planning and production scheduling.
• Inventory reconciliation, with consistency maintained across all platforms.
• Remittances, invoices and back order processing.
• Retailer account email correspondence, including major supermarket accounts.
• Out-of-stock and demand plan reporting, including MDS file preparation.
• Chasing suppliers, transport providers and production contacts through to confirmation.

Reporting and Analysis

• Build spreadsheets from scratch using advanced Excel formulas, tables and pivot tables.
• Daily use of MYOB for sales analysis, inventory reconciliation and purchase order creation.
• Export and analyse Shopify reports, and provide actionable insight.
• Build and maintain dashboards drawing on WMS, ERP, retailer and supermarket sales data.

Team Leadership

• Lead two part-time customer service assistants: allocate work, set their daily priorities and hold them accountable.
• Arrive at the morning huddle with your own written list of the day’s urgent and pending items.
• Train and support the assistants on systems and processes, and keep process documentation current.
• Escalate to the business owner only what genuinely needs her decision.

Availability and Communication

• Post log on, lunch, short breaks and log off in the team Slack channel every working day.
• Acknowledge Slack messages within 10 to 15 minutes during working hours, giving a specific reason and return time if you can’t action something immediately.
• Never shift your start or finish time without agreeing it in advance.
• Raise capacity pressure on the day you notice it, not after it becomes a missed deadline.

Required Skills

• Proven experience with Shopify analytics and reporting.
• Proficiency in MYOB for sales analysis, inventory reconciliation and purchase order creation.
• Supply chain experience, covering logistics and warehousing.
• Strong Excel skills, including advanced formulas, tables and the ability to build comprehensive reports from scratch.
• Demonstrated experience supervising or leading at least one other person.
• Ability to generate insight from data and build dashboards that support business decisions.
• Detail-oriented, with strong analytical and problem-solving skills.
• Self-motivated and able to work independently with minimal supervision.
• Comfortable using AI tools such as Claude to draft and accelerate work, always checking output before it is sent.

Nice to have:

• WMS and ERP reporting experience.

Who This Role Suits

• A genuine self-starter who decides what is urgent and acts on it, rather than needing the day’s list written for them.
• Sound judgement, including the confidence to say when something should stop or be resequenced.
• Direct, confident written communication with suppliers and transport providers – firm and specific with a named deadline, and equally comfortable switching to a warmer register for customer service correspondence.
• Strong attention to detail and the ability to spot inconsistencies in data.
• Able to lead others and hold them accountable without the owner stepping in.
• Communicates pressure and capacity limits early rather than going quiet under load.

What Success Looks Like

• First 30 days: complete handover on all systems (MYOB, Shopify, Excel reporting, WMS and ERP dashboards), shadow the demand planning and production cycle, take over retailer correspondence, and build a written process map of the operations calendar.
• Days 31 to 60: set your own daily priorities, take full ownership of demand planning, inventory reconciliation and out-of-stock reporting, onboard and train the two customer service assistants, and identify processes to automate.
• Days 61 to 90: hold accountability for the operations function end to end, give the assistants feedback on their work, deliver at least one working automation, and produce the weekly reporting pack without being asked.