Administration Coordinator

seek.com.au; Melbourne; On-site; AUD 34,000 - 44,000; Part time

Job summary

seek.com.au is seeking an Administration Coordinator for a small, friendly team in Moorabbin, VIC. This part-time role runs Monday to Thursday and provides essential administrative support, including order processing, customer service, invoicing and cross-functional coordination between sales and logistics.

You will develop your administrative skills while working alongside experienced team members who value accuracy, reliability and professional communication.

Qualifications

• Proficient in Microsoft Office and willing to learn new systems.
• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in administrative work.
• Solid understanding of order-to-cash processes and customer service.
• Professional telephone manner and ability to interact with colleagues and external contacts.

Responsibilities

• Support the Administration Manager in day-to-day operations, including order-to-cash workflows and invoicing.
• Manage office correspondence, sorting, distributing, and filing emails and documents.
• Coordinate with sales, warehousing, transport, procurement, and finance to resolve bottlenecks.
• Maintain up-to-date product, pricing, and customer master records.
• Act as escalation point for complex queries from internal teams and 3PL partners.
• Provide general clerical support including data entry, sales reporting, and document prep.
• Answer telephone enquiries and direct calls to staff.
• Support compliance, internal audits, and cross-Tasman export/import docs.
• Liaise with clients, vendors, and service providers.
• Raise purchase orders, invoicing, and coordinate warehouse/3PL.
• Run regular stocktakes in warehouse and 3PL.
• Perform ad hoc administrative tasks as requested.

Skills

Microsoft Office

Organisational skills

Time management

Written and verbal communication

Attention to detail

Team collaboration

Job description

We are a premier wholesale distributor of kitchenware and related products, supplying major supermarkets, independent foodservice distributors, and trade customers across Australia and New Zealand. Our clients operate in fast-paced retail and foodservice environments, meaning accurate administration, responsive service, and reliable supply chain coordination are critical to our success.

About the role

We are seeking an Administration Coordinator to join our small, friendly team in Moorabbin, VIC on a part-time basis Monday - Thursday. In this role, you'll provide essential smooth and efficient administrative support to our office. As an Administration Coordinator, you will be supporting the seamless order processing, customer support, accurate reporting, invoicing and cross-functional coordination between sales and logistics. This position offers the opportunity to develop your administrative skills whilst working alongside experienced team members who are committed to supporting your professional growth.

What you'll be doing

• Support the Administration Manager in the day-to-day administrative operations, including order-to-cash workflows, invoicing, credit requests, and shipping documentation
• Managing office correspondence, including sorting, distributing and filing emails, letters and documents
• Coordinate closely with sales, warehousing, transport, procurement, and finance departments to resolve operational bottlenecks quickly.
• Maintain up-to-date product, pricing, and customer master records in line with company policies
• Act as the primary escalation point for complex queries from both internal teams and external 3PL warehouse partners.
• Providing general clerical support, including data entry, sales reporting, typing and document preparation
• Answering telephone enquiries and directing calls to appropriate staff members
• Support compliance, internal audits, and trans-Tasman export/import documentation requirements.
• Liaising with external parties including clients, vendors and service providers as required
• Raising purchase orders, invoicing and coordinating the warehouse/3PL
• Running regular stocktakes across the warehouse and 3PL
• Performing ad hoc administrative tasks as requested by management

What we're looking for

• Proficiency in Microsoft Office applications, including Word, Excel, Outlook and a willingness to learn new systems
• Strong organisational and time management skills with the ability to prioritise multiple tasks
• Excellent written and verbal communication skills
• Attention to detail and accuracy in all administrative work
• Solid understanding of order-to-cash processes, customer service operations, and account management.
• Professional telephone manner and ability to interact courteously with colleagues and external contacts
• Ability to work independently whilst also being a collaborative team member
• Reliability and commitment to maintaining confidentiality of sensitive information
• Prior experience in an administrative role ideally within a wholesale distribution or foodservice environment is highly valued, though enthusiasm and willingness to learn are equally important