Accounts & Admin Specialist (Part-Time) - Flexible, Varied

Rubie’s Deerfield Ltd; Melbourne; On-site; AUD 32,000 - 45,000; Part time

Benefits offered by this job

Part-time hours

Friendly office culture

Work-life balance

Collaborative team environment

Job summary

Rubie’s Deerfield Ltd is seeking an Accounts & Office Administration Assistant to join a collaborative team in Melbourne. The role combines accounts administration, customer service, office coordination, and operations support, helping to ensure smooth day-to-day business operations.

The ideal candidate is proactive, takes ownership, thrives in a fast-paced environment, and is passionate about providing exceptional service.

Qualifications

• Experience in Accounts Administration or Administration/Customer Service roles.
• Strong Microsoft Excel skills and ability to work with multiple software systems.
• Excellent written and verbal communication skills.
• Strong organisational skills with ability to manage competing priorities.
• High attention to detail and accuracy.
• Proactive approach to problem-solving and continuous improvement.
• Ability to work independently while collaborating with a broader team.

Responsibilities

• Invoicing & Billing: Manage invoicing for specialty customers and monitor automated invoicing processes.
• Accounts Receivable: Track customer payments and reconcile transactions.
• Debt Collection: Issue payment reminders and coordinate payment plans with customers and sales.
• Customer Credits: Process customer credits and return authorisations.
• Order & Delivery Support: Assist with order tracking, POD requests, and shipment enquiries.
• Customer Account Management: Create and maintain customer accounts.
• Sales Order Processing: Enter and manage sales orders including backorders.
• Customer Order Dispatch & Warehouse Support: Coordinate major bookings and dispatch activities.
• Reception & Customer Service: Welcome visitors and manage phone/email enquiries.
• Email Management: Maintain shared inboxes and action enquiries promptly.
• Office Coordination: Manage office supplies and reception area.
• Business Support: Provide administrative support across teams.

Skills

Accounts administration

Administration

Customer service

Reception

Office coordination

Excel

Stripe

Invoicing software

Accounts software

CRM

Tools

Stripe

Invoicing software

Accounts software

CRM

Job description

Rubie’s Deerfield Ltd is seeking an Accounts & Office Administration Assistant to join a collaborative team in Melbourne. The role combines accounts administration, customer service, office coordination, and operations support, helping to ensure smooth day-to-day business operations.

The ideal candidate is proactive, takes ownership, thrives in a fast-paced environment, and is passionate about providing exceptional service.