Operations & Sales Support EA/CS

About this role

Customer Service, Executive Assistant, Operations & Sales Support Coordinator Location: Remote / Work from Home Employment Type: Full-Time Industry: Office Supplies, Wholesale Distribution and Transport Reporting To: Director / General Manager About the Role We are seeking an experienced Customer Service, Executive Assistant, Operations and Sales Support Coordinator to support the daily operations of a growing Australian office-supplies and wholesale distribution business. This is a broad, hands-on role covering customer service, executive assistance, sales administration, order processing, transport coordination, inventory support and accounts receivable/accounts payable using Xero & Shopify. The successful candidate must be highly organised, commercially minded and comfortable managing customer orders from initial enquiry through to delivery, invoicing and payment. Key Responsibilities Customer Service

Respond to customer enquiries by phone, email and online channels.

Assist customers with products, pricing, stock availability, delivery and order status.

Provide professional service to businesses, resellers, wholesalers, schools, retailers, government clients and corporate accounts.

Prepare customer quotations and provide product information.

Resolve order, delivery, invoice and product issues.

Process returns, credits, replacements and warranty requests.

Follow up customer enquiries and outstanding actions.

Maintain accurate customer records and communication notes.

Escalate pricing, stock or service issues when required.

Build strong relationships with new and existing customers.

Executive Assistant Support

Provide direct administrative support to the Director and management.

Manage calendars, meetings, appointments and reminders.

Monitor emails and prioritise urgent actions.

Prepare correspondence, reports, presentations and meeting notes.

Maintain management action lists and follow up outstanding matters.

Coordinate meetings with customers, suppliers, transport providers and business partners.

Assist with purchasing, research and general business administration.

Maintain confidentiality across business, financial and customer information.

Help management maintain visibility over sales, operations and outstanding issues.

Sales Support

Prepare and issue customer quotations and proposals.

Process sales orders accurately and promptly.

Follow up quotations and sales opportunities.

Maintain customer price lists and contract pricing.

Coordinate samples, product specifications and supporting documents.

Assist account managers and business development staff.

Update the sales pipeline and customer records.

Prepare sales reports and customer-order summaries.

Identify inactive customers and support customer-reactivation campaigns.

Assist with email campaigns, promotions and new-product launches.

Support reseller, wholesale and corporate-account applications.

Identify cross-selling, upselling and repeat-order opportunities.

Order Processing and Operations

Manage orders from initial receipt through to delivery and invoicing.

Confirm product codes, quantities, prices and delivery details.

Check stock availability and expected dispatch dates.

Liaise with warehouse staff regarding picking, packing and dispatch.

Coordinate backorders, split deliveries and urgent orders.

Maintain accurate order and dispatch records.

Monitor outstanding orders and resolve fulfilment delays.

Ensure proof-of-delivery documents are received and filed.

Coordinate customer-specific labelling, packing and delivery requirements.

Assist with stock adjustments, product setup and inventory reporting.

Produce daily reports covering outstanding orders and operational issues.

Transport and Delivery Coordination

Book local, interstate and national transport.

Obtain and compare freight quotations.

Coordinate couriers, pallet deliveries, trucks and third-party logistics providers.

Prepare consignment notes, labels, manifests and delivery documentation.

Confirm pickup and delivery requirements with customers and transport providers.

Track deliveries and provide customers with status updates.

Obtain proof of delivery and investigate missing documentation.

Resolve freight delays, damages, shortages and delivery disputes.

Review transport invoices against quoted rates.

Monitor freight costs, delivery performance and carrier service levels.

Coordinate tailgate, forklift, hand-unload and site-access requirements.

Maintain transport-provider contacts, rates and service information.

Accounts Receivable – Xero

Create customer accounts and maintain accurate account information.

Prepare and issue invoices and credit notes in Xero.

Allocate customer payments.

Reconcile customer accounts.

Monitor outstanding debtors and overdue invoices.

Prepare aged-receivables reports.

Follow up customers regarding overdue accounts.

Send statements and copies of outstanding invoices.

Investigate payment discrepancies and short payments.

Manage approved credits, refunds and account adjustments.

Escalate high-risk or disputed accounts to management.

Support credit-control and customer account-application processes.

Accounts Payable – Xero

Enter and code supplier invoices in Xero.

Match invoices against purchase orders and delivery documentation.

Reconcile supplier statements.

Prepare supplier payment schedules.

Investigate invoice, pricing and quantity discrepancies.

Maintain supplier information and payment details.

Allocate freight and purchasing costs correctly.

Monitor upcoming payments and cash-flow commitments.

Process approved credit notes and supplier adjustments.

Maintain complete supporting documents for all transactions.

Liaise with suppliers regarding accounts and payment queries.

Xero and Bookkeeping Support

Perform bank reconciliations in Xero.

Maintain accurate customer and supplier records.

Reconcile accounts receivable and accounts payable.

Assist with GST…