Customer Service, Executive Assistant & Operations Support

Customer Service, Executive Assistant & Operations SupportIndustry: Office Supplies

Employment Type: Full-Time

Work Arrangement: Remote / Work from Home

Working Hours: Australian business hours

Reports To: Managing Director

About the Role - 5 Yr AU Experience essentialWe are seeking a highly organised and proactive Customer Service, Executive Assistant & Operations Support professional to support the daily operations of our Australian office supplies business.

This is a hands-on, multi-functional role covering customer service, order processing, executive assistance, supplier coordination, accounts administration and general operational support. The successful candidate must be comfortable managing multiple priorities, communicating with Australian customers and taking ownership of tasks from start to completion.

Key ResponsibilitiesCustomer Service and Order Management

• Respond to customer enquiries by phone, email, website and other communication channels.

• Prepare quotations and follow up with customers to convert opportunities into orders.

• Process sales orders accurately and confirm pricing, stock availability and delivery details.

• Provide customers with order updates, invoices, tracking information and delivery timeframes.

• Resolve delivery delays, incorrect orders, damaged goods, returns and account enquiries.

• Maintain professional relationships with business customers, resellers and wholesale clients.

• Follow up existing customers for repeat orders and identify additional sales opportunities.

• Maintain accurate customer records, pricing agreements and communication notes.

Executive Assistant Support

• Manage the Managing Director's calendar, appointments, meetings and reminders.

• Monitor and organise emails, prioritising urgent customer and operational matters.

• Prepare reports, correspondence, meeting notes and follow-up action lists.

• Coordinate communication between management, employees, customers and suppliers.

• Follow up outstanding tasks and ensure agreed deadlines are met.

• Assist with document preparation, filing and general administration.

• Handle confidential business and customer information professionally.

Operations and Logistics Support

• Coordinate customer orders with warehouses, suppliers, transport companies and couriers.

• Book deliveries and monitor shipments through to successful completion.

• Follow up delayed, missed or incomplete deliveries.

• Confirm proof of delivery and resolve freight-related issues.

• Monitor inventory levels and assist with stock replenishment.

• Prepare purchase orders and communicate requirements to suppliers.

• Maintain order, inventory, freight and supplier tracking spreadsheets.

• Support product listings, pricing updates and basic website administration.

• Assist with improving workflows, checklists and standard operating procedures.

Accounts Administration

• Create and issue customer invoices and credit notes.

• Assist with accounts receivable and follow up overdue customer payments.

• Enter supplier bills and assist with accounts payable administration.

• Reconcile customer payments and maintain accurate transaction records.

• Assist with bank reconciliations and general bookkeeping support.

• Maintain supporting documents for purchases, freight charges and expenses.

• Use CRM to keep customer, supplier and financial records current.

• Escalate account discrepancies or overdue debts to management.

Sales and Business Support

• Prepare customer quotations, product information and pricing schedules.

• Follow up warm leads, previous enquiries and inactive customer accounts.

• Support outbound email and telephone campaigns.

• Maintain the CRM and record all customer activity and follow-up dates.

• Assist with product promotions, email campaigns and customer database updates.

• Conduct basic research on prospective customers and market opportunities.

Skills and Experience

• Minimum three ye...