Operations Coordinator: Client Service, Inventory and Projects.

Herd Solutions; Maffra; On-site; AUD 50,000 - 62,000; Part time

Job summary

Herd Solutions, based in Maffra, is seeking an Operations Coordinator for client service, inventory and projects. This permanent part-time or job-share role fits school hours and offers a mid-day window from 9am to 1:30pm, with possibilities to expand hours as the business grows.

You will work closely with vets and farmers in Gippsland to keep the practice running smoothly, manage records, stock, invoicing, and coordinate farm projects.

Qualifications

• Self-directed and able to manage your own workload within established procedures.
• Enthusiastic team player who can adapt when plans change.
• Tech-savvy and keen to adopt new systems and processes.
• Experience with a practice management or customer management system; familiarity with Xero is a plus.
• Excellent attention to detail and accurate data entry, meeting deadlines.

Responsibilities

• Answer phones and emails, ensuring clients receive products and services on time.
• Keep client records accurate in the practice management system.
• Stock control, ordering, stocktakes, expiry and batch tracking, and supplier management.
• Invoicing and handling charging queries; support stock and accounts as you settle in.
• Coordinate farmer discussion groups and farm projects, including venues and RSVPs.
• Excel tracking of schedules, participants and project data; occasional on-farm work.
• Social media, posters and flyers for farmer events; weekly tasks to keep events flowing.
• Booking and managing farm visits to keep the vet day running smoothly.
• On-site responsibilities include cleaning, sterilising and restocking vet equipment and vehicles; basic lab work.

Skills

Client service

Inventory control

Logistics coordination

Projects coordination

Excel

Tools

Xero

Practice management software

Job description

Operations Coordinator: Client Service, Inventory and Projects.

Operations Coordinator (Client Service, Inventory and Projects)
Herd Solutions, Maffra | Permanent Part-Time or Job Share | School Hours

Help run a busy farm vet practice in the heart of Gippsland.

Herd Solutions is a small veterinary practice working only with sheep, beef and dairy farms across Gippsland. We’re growing, and we need capable, tech-savvy people to help the whole business run smoothly for our farmers and vets.

Why you’ll like working here

Work that fits your life. 9am to 1:30pm, close to home, with afternoon hours possible as we grow.

Autonomy to develop your expertise. You’ll have the freedom to shape your area and build on your strengths. Your input will be valued, and the practice will grow around what you bring.

A friendly team. We take the work seriously, not ourselves. A good sense of humour and the ability to fit into a team are real assets here.

Work that matters. Excellent client service means farmers get the products and information they need on time, which keeps farms and animals looked after.

A varied day. You’ll work alongside vets and local farmers and see how a rural practice really runs.

Room to grow. More hours and responsibility as the practice expands.

Pay and conditions

Permanent part-time starting at $36 to $45 an hour plus super and 4 weeks holiday, depending on experience. There’s the possibility of a rapid pay rise if you fit in well, and more hours if that makes a difference to you.

The role

This could be one person working five days a week, or two people sharing it: one focused on client service and inventory, and one on logistics and projects. If both aren’t your strengths, please still apply and tell us which suits you. Either way, the job is about helping the whole practice work well, so we all pitch in where needed.

Client service and inventory

Answering phones and emails and making sure clients get the products and service they need on time

Keeping client records accurate in our practice management system

Stock control, ordering, stocktakes, expiry and batch tracking, and managing suppliers

Invoicing and charging queries, with stock and accounts support as you settle in

Logistics and projects

Coordinating farmer discussion groups and farm projects, including venues, invitations, RSVPs, attendance and follow-up

Excel tracking of schedules, participants and project data

Social media, posters and flyers for farmer events

Occasional on-farm work

Shared across the team

Booking and managing farm visits so the vet’s day flows smoothly

Practical tasks such as cleaning, sterilising and restocking vet equipment and vehicles, plus some basic lab work

Shopfront reception, though as we travel to most of our clients this is only a small part of the role

What to expect

You’ll run your own area and use your own judgement, working within the practice’s protocols. Vets deal with emergencies, so plans change. When that happens, you may need to drop what you’re doing to help reschedule visits and keep everyone on track. Your own hours stay the same.

About you

Self-directed and able to manage your own workload, with respect for established procedures

An enthusiastic, easy to get on with team player who steps up when plans change

Tech-savvy and keen to adopt new systems

Experience with a practice management or customer management system (familiarity with Xero or similar accounting software is a plus)

Excellent attention to detail and accurate data entry, meeting deadlines and seeing tasks through

Able to organise multiple activities and priorities effectively

Honest and trustworthy

A good understanding of farming, ideally from a farming background

Mid to late November, or earlier if you’re available.