Operations Officer

Our client is an Australian baby care brand. They are a global first-to-market range of microbiome baby care products to deliver patented prebiotic and probiotic innovation.

They are now looking to hire an Operations Officer to ensure seamless order processing, effective logistics coordination, and accurate reporting.

Job Responsibilities:

1) Order Processing/ Management (B2B)

• Responsible for processing daily orders from receipt to delivery (CW, WW, Coles, Other).
  • Check POs against price list.
  • Enter quantities into a spreadsheet/allocate stock.
  • Generate invoices in Xero and send them to customers.
  • Send orders to 3PL.
  • Book transport (if required).
  • Open order management and issue resolution.
  • Additional steps/processes for CW, WW, and Coles.
• Actively monitor open orders (maintain open order list) and communicate with third-party transport providers to ensure delivery according to KPIs.
• Provide updates to customers on the status of open orders (manage customer DIFOT) and escalate unresolved issues.
• Ad hoc order requests such as expo stock and influencer send-outs.

2) Inbound Logistics

• Once bookings are secured, monitor and maintain internal spreadsheets and provide regular updates on inbound shipments according to pre-agreed dates and escalating any delays (includes both componentry and finished goods from New Zealand (NZ) / China (CN) and involves communication with contract manufacturers and freight forwarders).
• Complete inbound receipts at 3PL and contract manufacturers, verify stock movements, and escalate discrepancies.
• Assist with clearance documentation (Commercial invoices, packing lists, etc.).

3) Manufacturing

• Arrange transport in Transport Management System - Machship (TMS) for completed production at contract manufacturers to 3PLs, ensuring inbound receipts are completed and verified.
• Update the invoicing spreadsheet when production has been completed.

4) Reporting

• Weekly inventory reporting (across all 3PLs).
• Weekly sales reporting to the team.
• Assist with end-of-month reporting.
• Ad hoc sales and SKU reporting when required.

Requirements

• Ideally 2-3 years’ experience within a similar role working with warehouse & transport providers, and freight forwarders.
• Proficiency in MS Office Suite (or GSuite), with intermediate Excel skills (e.g. Xlookup, pivot tables).
• Excellent verbal and written communication skills (high level of English proficiency).
• High attention to detail.
• Ability to deal with changing priorities and deadlines under pressure whilst meeting KPI’s.
• Positive, can-do attitude and ability to problem solve.
• Ability to quickly learn/adapt to new software/processes.
• Actively promotes a culture of continuous improvement.

Tools/Software Experience:

• MS Office (Outlook/Excel/PowerPoint): Intermediate skills in Excel (Xlookups/pivot tables)
• Xero: Basic knowledge
• Google Drive: Basic knowledge
• Shopify: Beneficial but not essential (training provided)
• Shiphero: Beneficial but not essential (training provided)
• EDI/SPS Commerce: Beneficial but not essential (training provided)
• Cin7: Beneficial but not essential (new IMS to be implemented)

Benefits

• ​Permanent work-from-home set-up
• Dayshift (Australian business hours)
• Full-time job
• HMO
• Paid leave
• Christmas Bonus equivalent to 1 month's wage (pro-rata)