Administrative Assistant

Administration Officer

Join Our Team

Keystone Healthcare is seeking a motivated and detail-oriented Administration & Order Processing Officer to join our close-knit team in Carrum Downs.

This role is ideal for someone who enjoys working in a collaborative environment while also being confident managing tasks independently. You will be highly organised, customer-focused, and committed to delivering accurate and efficient administrative support across the business.

We are looking for someone who demonstrates strong judgement, excellent problem-solving skills, exceptional attention to detail, and the ability to see tasks through to completion.

Training will be provided to the successful candidate.

About Keystone Healthcare

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.

Key Responsibilities

Your duties will include, but are not limited to:

• 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
• Assisting across different areas of the business when required
• Following company procedures and quality standards to ensure compliance and accuracy

About You

To be successful in this role, you will possess:

• 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 (but not essential)

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

What We Offer

• 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

How to Apply

If you are organised, customer-focused, and looking for a role where no two days are the same, we would love to hear from you.

Please submit your CV together with a brief cover letter outlining your relevant experience and why you would be a great fit for the Keystone Healthcare team.

Job Type: Full-time

Pay: $29.45 per hour

Expected hours: 38.0 per week

Work Location: In person