Sales Operations Assistant – ACTIVE

Job Application Code: 003791RZ (add this to the application form)

Shift: Full Time, Monday to Friday, 40 hours per week. 9am to 6pm AU time (includes 1 hour unpaid lunch/break).

Role Overview:

Rob is looking for an organised and proactive Sales Operations Assistant to support his Australian team remotely with Shopify and website maintenance, marketing execution, internal communications and routine sales administration.

The team provides the business rules, workflows and core materials. This person keeps information accurate and current, completes tasks on time and follows up outstanding matters with the relevant teams.

Primary Mission

Keep products, website information, staff records and reporting inputs accurate and up to date, and follow up outstanding internal tasks so managers spend less time chasing reminders and doing avoidable work.

Key Responsibilities

Shopify, Website and Marketing

• Maintain Shopify product listings, website content, pricing and approved promotions.
• Check storefront accuracy, reconcile inventory against warehouse records and support routine website and basic SEO updates.
• Create social media content and prepare email campaigns based on agreed marketing plans.
• Check content, links and images, and publish or send to approved schedules.

Internal Communications and Staff Support

• Share approved product and policy updates, confirm relevant staff have read and understood key information, and follow up questions or missing responses.
• Maintain product information, training materials, FAQs and response templates using content provided by the e-commerce team (managers remain responsible for formal training).
• Maintain staff records, rosters, leave and onboarding or offboarding information.
• Create, update or remove system access as authorised.
• Provide routine Shopify, HubSpot and internal system support, and support employees after training.

Sales Records, Assessments and Reporting

• Coordinate staff assessments scheduled by managers, follow up completion and reassessments, check results against existing criteria and maintain performance records.
• Maintain sales and order allocation records, review staff requests against company rules and supporting information, update records and escalate disputed cases.
• Review staff queries about automated performance and quotation checks.
• Correct confirmed system errors within company guidelines, document adjustments and escalate disputes.
• Maintain data for regular reports and dashboards, and check for errors.
• Reconcile monthly KPIs, commissions and customer review records, update approved incentive settings, and obtain staff confirmations and sign-offs.

Purchasing and Follow-Up

• Enter approved purchase orders, update shipment and expected arrival information, and coordinate confirmed updates across Sales, e-commerce and the warehouse.
• Follow up outstanding internal tasks, communicate progress and outcomes, and escalate delays or matters outside existing rules or authority.

Required Skills

• Experience in e-commerce administration, sales administration or operations support.
• Confident with Shopify and able to learn HubSpot and internal systems.
• Can use Excel or Google Sheets to organise and check data.
• Strong written English and clear verbal communication.
• Can prepare basic social media and email content within brand guidelines.
• Can identify missing information and inconsistencies.
• Can manage recurring tasks independently and follow through reliably.
• Proactive, detail-oriented and knows when to seek approval.
• Follows established processes and checks completed work.
• Knows when to resolve routine issues independently and when to escalate.

Nice to have:

• Shopify product uploads, bulk updates and website content maintenance.
• HubSpot or a similar CRM platform.
• Social media content creation and email marketing execution.
• Experience with sales performance records, rosters, assessments or administrative data.
• Remote support for an Australian business.

Who This Role Suits

• Accurate, organised and reliable.
• A clear communicator who can explain routine system operations patiently.
• Proactive and accountable, and keeps documents, system records and actual task status consistent.
• Comfortable following up people and communicating blockers promptly.

What Success Looks Like

• Keeps products, website information and marketing content accurate and current.
• Completes scheduled updates and follows up staff acknowledgements and questions.
• Keeps staff records, shifts, accounts and reporting inputs up to date.
• Completes accurate monthly performance records, confirmations and signatures on time.
• Maintains clear, documented outcomes for sales allocation requests, performance queries and assessments.
• Reduces repeated reminders and avoidable work for managers.