ACCOUNTS & OFFICE ADMINSTRATION ASSISTANT

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

ACCOUNTS & OFFICE ADMINSTRATION ASSISTANT

We are seeking an experienced Accounts & Administration Assistant to join our collaborative team. This is a varied and hands-on role that combines accounts administration, customer service, office coordination, and operational support. You'll play a key role in ensuring the smooth day-to-day running of our business while supporting a range of internal teams and customers.

This position is ideal for someone who is proactive and enjoys taking ownership, thrives in a fast-paced environment, and has a genuine passion for providing exceptional service.

Key responsibilities

Invoicing & Billing: Manage invoicing for specialty customers, monitor automated invoicing processes, and manually process invoices where required.

Accounts Receivable: Track customer payments, reconcile transactions through banking platforms and Stripe, process credit card payments, and generate payment links.

Debt Collection: Issue payment reminders, maintain debt collection records, liaise with customers regarding outstanding accounts, and coordinate payment plans with customers and the sales team.

Customer Credits: Process customer credits and return authorisations (RA's).

Order & Delivery Support: Assist customers and internal stakeholders with order tracking, proof of delivery (POD) requests, and shipment enquiries.

Customer Account Management: Create new customer accounts and maintain existing customer information.

Sales Order Processing: Enter and manage sales orders, including processing backorders where required.

Customer Order Dispatch & Warehouse Support: Coordinate major customer bookings and dispatch activities to ensure accurate and timely order fulfilment.

Reception & Customer Service: Welcome visitors and manage incoming phone and email enquiries.

Email Management: Maintain multiple shared inboxes and ensure enquiries are actioned promptly.

Office Coordination: Manage office supplies, maintain a professional reception area, and support general office administration.

Business Support: Provide administrative assistance across Sales, Accounts, Product, Shipping, and Warehouse teams.

About you

Previous experience in an Accounts Administration, Administration Assistant, Customer Service, Reception, or similar role.

Strong Microsoft Excel skills and confidence working with multiple software systems.

Excellent communication skills, both written and verbal.

Strong organisational skills with the ability to manage competing priorities.

High attention to detail and a commitment to accuracy.

A proactive approach to problem-solving and continuous improvement.

The ability to work independently while collaborating effectively with a broader team.

A positive, professional, and team-oriented attitude.

About us

Rubies Deerfield goes beyond costumes to ignite fun. As creators and innovators, we breathe life into your favourite characters, to make every dress up event a sensation. As a leading supplier of licensed and non-licensed dress-up, costume and celebration products, we bring the world's most iconic characters to life from Film, TV, Books, Video Games and Comics. Partnering with major retailers and specialty customers across Australia and New Zealand, we're committed to creating exciting products and memorable experiences that make every celebration, dress-up event, and special occasion unforgettable.

Diverse and engaging role with exposure across multiple functions of the business

Supportive and collaborative team environment

Stable part-time hours with work-life balance

Opportunity to make a meaningful contribution to a growing business

Friendly office culture where your initiative and ideas are valued

If you're a highly organised administrator who enjoys variety, takes pride in delivering excellent service, and wants to be part of a supportive team, we'd love to hear from you.