Admin & Operations Support

Smooth Sales; City of Melbourne; On-site; AUD 37,000 - 48,000; Part time

Job summary

Smooth Sales is seeking an admin-focused candidate to support day-to-day operations with data entry, invoicing, customer communication and supplier liaison. The role is office-based in Moorabbin and offers part-time hours with flexible weekly commitment.

You will manage orders, stock records, and internal admin tasks, using Excel/Google Sheets and modern tools to improve processes as the business grows. Prior admin experience is essential.

Qualifications

• Previous office/admin experience (essential).
• 1-2 years of office/admin experience required.
• Strong computer skills and the ability to learn new systems quickly.
• Fast and accurate data entry skills with high attention to detail.
• Confident phone manner and professional written communication.
• Strong Excel / Google Sheets ability (sorting, filters, basic formulas).

Responsibilities

• Answer customer phone calls and respond to customer emails.
• Assist with enquiries relating to orders, invoices, credits and general account questions.
• Maintain organised records (filing, scanning, saving documents correctly and keeping tidy digital folders).
• Assist with invoicing and credit notes.
• Data entry across our systems including customer details, product updates and pricing updates.
• Liaise with suppliers regarding orders, invoices, missing items and discrepancies.
• Create and submit purchase orders and maintain accurate records of supplier communications.
• Enter stock into the system accurately based on deliveries and internal paperwork.
• Use spreadsheets for data entry, checking and basic reporting.
• Help improve simple admin processes so the office runs smoothly as the business grows.

Skills

Data entry

Excel / Google Sheets

Customer service

Communication

Attention to detail

Fast typing

Tools

Xero

Shopify

Inventory systems

Order systems

Job description

The Role:

This is an admin-first role supporting our day-to-day operations with data entry, invoicing support, customer communication, supplier liaison and purchase orders. You will help keep orders, invoices, customer requests, stock records and internal admin tasks moving quickly and accurately. This role suits someone who is very competent with computers, enjoys learning new tools, and takes pride in being fast, accurate and organised.

Key responsibilities:

Customer service and admin

Answer customer phone calls and respond to customer emails

Assist with enquiries relating to orders, invoices, credits and general account questions

Maintain organised records (filing, scanning, saving documents correctly and keeping tidy digital folders)

Invoicing support and data entry

Assist with invoicing and credit notes

Data entry across our systems including customer details, product updates and pricing updates

Maintain high attention to detail to prevent errors across invoices, orders and product information

Supplier liaison and purchase orders

Liaise with suppliers regarding orders, invoices, missing items and discrepancies

Create and submit purchase orders and maintain accurate records of supplier communications

Follow up suppliers to ensure issues are resolved in a timely manner

Stock and product system updates (office-based)

Enter stock into the system accurately based on deliveries and internal paperwork

Assist with resolving discrepancies by communicating internally and following up where required

Maintain accurate product and inventory records in the system

Process and tool support

Use spreadsheets (Excel / Google Sheets) confidently for data entry, checking and basic reporting

Comfortable using modern tools (including AI tools such as ChatGPT) to work faster and more accurately

Help improve simple admin processes so the office runs smoothly as the business grows

About you

Previous office/admin experience (essential)

Minimum 1-2 years of office/admin experience required

Strong computer skills and the ability to learn new systems quickly

Fast and accurate data entry skills with high attention to detail

Confident phone manner and professional written communication

Strong Excel / Google Sheets ability (sorting, filters, basic formulas)

Comfortable working in a busy office with frequent interruptions and changing priorities

Proactive, reliable, and happy to help across the business

Experience in wholesale, online retail, order processing or similar is highly regarded

Experience with supplier liaison, purchase orders, invoicing, credit notes, or customer accounts is highly regarded

Experience with Xero, Shopify, inventory or order systems is helpful but not essential

Hours and pay

Part-time role (hours negotiable)

Minimum 16-20 hours per week required

$27 to $35 per hour + super, depending on experience and capability

Office-based in Moorabbin