Administration Coordinator – ACTIVE

Job Application Code: 003805ML (add this to the application form)

Shift: Part-Time, minimum 20 hours per week, Australian business hours (around 9:00am to 3:30pm with a 30-minute unpaid lunch). Longer days Monday to Wednesday, which are the busiest days. Follows Australian public holidays.

Role Overview:

May is the Director of a regenerative farm and purpose-led organisation in Australia that grows nutrient-dense food and creates experiences that reconnect people with the land. She is looking for one senior Administration Coordinator to run the day-to-day administration of the business and support her, the owners and the team.

The role is hands-on. You coordinate and carry out the work, anticipate what is needed and take responsibility for complete, accurate outcomes. May wants seniority for the ability to self-organise and prioritise, not for senior-level tasks. This is not a role for someone who needs close supervision.

Primary Mission

Keep the administration of the business accurate, organised and on time, look after customers with warmth and follow-through, and keep the Director, owners and team prepared and informed.

Key Responsibilities

Sales Administration and Customer Relationships

• Coordinate the sales administration cycle across all sales channels, including the online store.
• Maintain accurate customer and order information so the farm team can harvest and fulfil orders correctly.
• Handle sales enquiries by phone and email, and resolve customer concerns promptly.
• Keep the Director informed of sales activity, customer satisfaction and ordering patterns.

Accounts and Timesheet Administration

• Coordinate accounts payable with the bookkeeper, accountants and Director, so amounts due and payment status are accurate.
• Manage accounts receivable and call customers about overdue invoices in a friendly, professional way.
• Make sure employee timesheets are accurate and submitted by the agreed deadline.

Human Resources Administration

• Support HR administration across the employee lifecycle, working with the Director and an outsourced HR firm.
• Keep employment documentation current, including work-rights, training and certification records.

General Administration and Systems

• Keep business information organised, secure and easy to find, with accurate records and reports.
• Document and maintain repeatable administrative processes, and keep the Admin Handbook up to date.
• Research and compare options to support cost-effective purchasing decisions.

Safety, Compliance and Asset Administration

• Maintain data logs and records for organic certification audits.
• Track compliance requirements, renewals and maintenance, and flag gaps early.

Director and Owner Support, Events and Team Coordination

• Manage calendars and reminders, and support the Director and owners with administrative and travel needs.
• Coordinate events and team activities from preparation to completion.
• Work with the team and external partners, including the media and marketing assistant, to keep handovers clear.

Required Skills

• Senior administrator with 5+ years of experience in general admin and data entry.
• Experience in sales admin and customer relationships, HR admin, and compliance records.
• Comfortable on the phone, including calling customers about overdue invoices.
• Tools: Xero, Slack, Google Workspace, Employment Hero, Mailchimp.
• Strong written and spoken English.

Who This Role Suits

• Warm, friendly and joyful. Fits a family-friendly culture and adapts easily when harvesters get in touch directly.
• Exceptionally detail-oriented. Double-checks their own work, especially data entry and bank details.
• Self-managing. Keeps track of tasks across email, Slack and Mailchimp without reminders.
• Accountable. When something goes wrong, explains what happened, what it affected and how it will not happen again.
• A multitasker. Handles competing priorities calmly.

What Success Looks Like

• Customers receive attentive care and accurate orders.
• The Director, owners and team are organised, informed and prepared.
• Records and reports are accurate, current and secure.
• Deadlines, renewals and certifications are anticipated well in advance.
• Administrative processes are documented, followed and improved.

Please note: May will ask you to show your work, for example with screenshots, while you learn her systems. Repeated mistakes are a deal-breaker, so accuracy matters more than speed.