Operations & Order Support Assistant

Key Responsibilities

Order Processing & Sales Administration

• Process customer quotations and sales orders within the ERP system.
• Review order details including product quantities, wastage allowances, delivery information, dispatch dates, and customer details.
• Convert approved quotations into sales orders and maintain accurate workflow status.
• Monitor open quotations and perform scheduled customer follow-ups.
• Maintain digital records of signed customer tile selections.

Purchasing & Import Coordination

• Follow up purchase orders with suppliers.
• Track shipment ETAs and maintain accurate incoming delivery schedules.
• Process import documentation including packing lists, commercial invoices, freight information, and landed costing.
• Update shipment information to keep the sales team informed of expected arrivals.

Delivery Coordination

• Coordinate customer deliveries and warehouse pickups.
• Prepare and update picking notes and delivery documentation.
• Communicate order progress with builders and customers.
• Confirm delivery details before dispatch to minimize site issues.

Inventory & ERP Administration

• Support rolling stocktakes by preparing inventory reports.
• Compare physical counts against ERP records.
• Prepare stock adjustment import files for review.
• Validate import results and investigate discrepancies.
• Maintain product master data and pricing information.

Sample Order Administration

• Track online sample orders.
• Update CRM and reporting data.
• Record conversion outcomes and maintain customer follow-up information.

Skills & Experience

• Previous experience in Operations Administration, Order Processing, Supply Chain, Purchasing or Sales Support
• Experience using ERP systems such as:
• SAP
• NetSuite
• MYOB Advanced
• Micronet
• HARMONiQ (highly regarded)
• Strong Microsoft Excel skills
• Excellent written and verbal English
• High level of attention to detail
• Ability to work independently and follow structured processes
• Comfortable following up suppliers, freight providers, builders, and internal stakeholders

Nice to Have

• Inventory management experience
• Purchasing experience
• Warehouse administration exposure
• Australian construction, building materials or wholesale industry experience

Job Type: Full-time

Work Location: In person