Administration Officer

Keystone Health Services; Melbourne; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Full training and ongoing support

Stable Monday–Friday working hours

Supportive team environment

Opportunities to learn different areas

Job summary

Keystone Healthcare is seeking a capable administrator to support order processing and customer service across healthcare equipment supply. You will handle orders, invoicing, quotes, and records using Xero, Excel, and Word, ensuring accuracy and timely delivery.

Join a privately owned Australian company with a supportive team, Monday-to-Friday hours, and full training. The role emphasizes attention to detail, proactive problem solving, and collaborative work with sales and logistics teams.

Qualifications

• Strong administration and organisational skills.
• Excellent attention to detail and accuracy.
• Good written, verbal, and numeracy skills.
• Proficiency with Excel and Word; Xero experience desirable.

Responsibilities

• Processing customer orders accurately and efficiently
• Generating invoices, packing slips, purchase orders, and quotations
• Processing customer credit card payments
• Contacting customers to confirm order details and requirements
• Liaising with the sales team and other internal departments
• Maintaining and updating order, inventory, and customer records
• Using Xero to manage purchase orders, invoices, and quotes
• Providing general administrative support, including printing, filing, and document preparation
• Developing an understanding of the full order-to-dispatch process
• Following company procedures and quality standards to ensure compliance and accuracy

Skills

Administration

Organisational skills

Attention to detail

Numeracy

Teamwork

Written & verbal communication

Time management

Proactive attitude

Tools

Xero

Microsoft Excel

Microsoft Word

Job description

Key responsibilities

Processing customer orders accurately and efficiently

Generating invoices, packing slips, purchase orders, and quotations

Processing customer credit card payments

Contacting customers to confirm order details and requirements

Liaising with the sales team and other internal departments

Maintaining and updating order, inventory, and customer records

Using Xero to manage purchase orders, invoices, and quotes

Providing general administrative support, including printing, filing, and document preparation

Developing an understanding of the full order-to-dispatch process

Following company procedures and quality standards to ensure compliance and accuracy

About you

Strong administration and organisational skills

Excellent attention to detail and accuracy

Good written, verbal, and numeracy skills

A positive, professional, and proactive attitude

Outstanding customer service skills with a friendly and empathetic approach

The ability to work effectively both independently and as part of a team

Strong problem-solving and time-management skills

A willingness to learn, adapt, and support others

Proficiency in Microsoft Excel and Microsoft Word

Desirable: Experience using Xero, previous experience in administration, customer service, order processing, or a similar role, or experience working with inventory, logistics, or healthcare-related products

About us

Keystone Healthcare is an ISO-accredited healthcare equipment provider, supplying and hiring equipment to major hospitals, aged care facilities, allied health providers, and the general public throughout Australia. We are a privately owned and operated business with approximately 45 employees. Our Carrum Downs headquarters incorporates administration offices, warehouse facilities, an in-house delivery fleet, a dedicated processing department, and a biomedical engineering team, allowing us to provide exceptional service and support to our customers.

A supportive and friendly team environment

Full training and ongoing support

Stable Monday-to-Friday working hours

Opportunities to learn different aspects of the business

The chance to work for a respected and growing healthcare organisation