Coordinator – Operations, Sales and Finance Support – ACTIVE

Job Application Code: 003778 (add this to the application form)

Shift: Monday to Friday, 9:30 AM AEST – Melbourne, Victoria (30 min lunch break)

Role Overview:

This position is a broad-ranging virtual assistant role supporting the Founder across operations, sales administration, and finance. The primary objective is to ensure continuity and reliability across key business workflows – initially by transitioning responsibilities from an outgoing team member and then evolving into a trusted operational support function.

The successful candidate will be detail-oriented, process-driven, and proactive in managing tasks independently. A genuine interest in health and wellness is highly regarded. The role is expected to reduce founder involvement in routine administration, enabling strategic focus on business growth.

Key Responsibilities

Operations
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Order Processing

Receive retailer orders via email and enter accurately into QuickBooks
Create picking slips in Excel using the 3PL warehouse template
Email order picking slips to the 3PL warehouse by the 11:00 AM daily deadline
Send order confirmations and invoices to customers via QuickBooks and Email

Demand Planning & Production Scheduling Support

Assist with demand forecasting inputs and tracking against sales data
Support production scheduling coordination, flagging lead time risks to the founder
Maintain planning trackers and update data regularly to support decision-making

Supplier Management & Purchase Orders

Manage purchase order creation, tracking (using the 3PL Tracking document), and follow-up with suppliers
Communicate with suppliers regarding order status, delivery timelines, and discrepancies
Maintain accurate supplier records and documentation in Google Drive

Inventory Management & Reporting

Monitor inventory levels (using the weekly stock on hand report) and provide regular reporting to the founder
Flag low-stock risks
Maintain organised inventory records across internal systems

Customer Service

Manage inbound customer enquiries via the Shopify website (product questions, subscriptions, order enquiries/issues)
Respond using the company FAQ and internal product training materials
Escalate complex issues to the founder as required
Contribute to improving FAQ documentation based on recurring questions
Manage and organise the shared sales inbox, including folder creation and inbox management

Finance
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Bookkeeping

Manage invoicing workflows in QuickBooks, including creating and sending invoices
Perform monthly transaction reconciliation and maintain accurate financial records
Monitor and follow up on outstanding invoices to support cash flow
Send overdue invoice reminders to retailers

Reporting

Run sales reports and other financial reports from QuickBooks as required
Prepare and organise financial data to support monthly reporting and founder presentations
Maintain reporting templates and ensure data accuracy prior to meetings

Sales
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Account Management Support

Assist with retailer account administration and communication
Track account activity and flag any issues or opportunities for follow-up
Support field sales activities and prepare materials as required

Order Entry

Accurately enter all sales orders into QuickBooks and relevant platforms
Ensure order details are confirmed with customers and documented correctly
Amazon Vendor Central experience is advantageous; training will be provided if needed

Promotional Planning Support

Assist with the coordination and tracking of promotional campaigns
Maintain promotional calendars and ensure relevant stakeholders are kept informed
Support data preparation for promotional performance review

GENERAL RESPONSIBILITIES

Take ownership of workflows transitioned from the outgoing team member, ensuring seamless continuity
Capture and document processes during transition to strengthen internal SOPs
Maintain organised records across Google Drive and all internal systems
Identify inconsistencies or gaps in existing processes and raise them proactively
Communicate regularly with the founder: provide updates, seek early clarification, and flag issues promptly
Support calendar management and email organisation for the founder as required
Assist with additional administrative and operational tasks as the business grows

SYSTEMS & TECHNOLOGY

System / Tool Requirement

QuickBooks Essential
Shopify Preferred (training provided)
Google Drive / Gmail Essential
Microsoft Excel Essential
Google Chat Essential
Amazon Vendor Central Preferred (training provided)
Internal FAQ & SOP Documentation Essential

IDEAL CANDIDATE PROFILE

Essential

Demonstrated experience in an administrative, operations, or sales coordination role
Solid bookkeeping skills with hands-on QuickBooks experience
Strong attention to detail with a commitment to accuracy across financial and operational tasks
High proficiency in Excel and Google Workspace tools
Excellent written communication skills in English
Reliable, self-managed, and able to meet daily deadlines (including the 11 AM order processing cut-off)
Comfortable working independently
Process-oriented with the ability to document and follow SOPs

Preferred

Experience with Shopify order management or e-commerce platforms
Familiarity with Amazon Vendor Central
Background in FMCG, health & wellness, or consumer goods industries
Experience supporting demand planning, inventory management, or supplier coordination
Personal interest in health, wellness, and organic products

KEY ATTRIBUTES

Proactive communicator — raises issues early rather than waiting for direction
Highly organised with strong time management skills
Adaptable and comfortable across both financial and operational tasks
Dependable and consistent — takes ownership of their responsibilities
Solutions-focused mindset with a willingness to improve processes
Collaborative and relationship-oriented, supporting a small business environment

Key Attributes: