Job Overview

Our client is looking for a dedicated and proactive Administrative Support Specialist to provide administrative, customer coordination, and operational support. This role is essential in managing customer leads, supplier communications, and basic accounting tasks to ensure the smooth daily operations of the business. The ideal candidate will possess a strong work ethic, high accountability, and a willingness to take initiative, with basic bookkeeping or accounting knowledge considered an asset. The role will initially cover approximately 80% of the identified responsibilities, with comprehensive onboarding provided during the initial weeks and additional tasks and professional growth opportunities expected over time.

Schedule

• Monday - Friday, 9:00 AM - 1:00 PM Sydney Time (20 work hours per week)

Responsibilities

Customer Support & Lead Coordination

• Reply promptly to customer enquiries via WhatsApp Business
• Monitor and follow up customer leads and appointments
• Assist with scheduling and customer reminders
• Help maintain accurate customer communication records
• Remind management of pending or missed follow-ups when necessary

Administrative & Operational Support

• Update Google Sheets and internal job tracking systems
• Organise customer records, order status, and production updates
• Prepare pickup schedules and customer reminders
• Assist with referral program administration and additional operational tasks as the role develops

Supplier & Production Coordination

• Follow up jewellery production with suppliers in China via WeChat
• Monitor design submissions and production timelines
• Follow up suppliers promptly if designs, updates, or jobs are delayed
• Coordinate status updates between suppliers and management

Invoicing & Accounting Support

• Send invoices and confirm payments received
• Monitor customer payment status and bank confirmations
• Provide basic admin and accounting support
• Assist with tenant payment monitoring and rental follow-ups when required
• Report unpaid balances or overdue payments to management

Requirements

• 2–3 years of experience in administration, customer support, coordination, or operations support preferred.
• Strong English communication skills with the ability to handle customer inquiries and follow-ups professionally.
• Highly organized, detail-oriented, and able to multitask while following instructions accurately.
• Proactive, dependable, and accountable, with a strong sense of integrity and ability to handle confidential business and financial information.
• Basic accounting knowledge is highly preferred; must be able to provide a valid police clearance.

Systems Used

• WhatsApp Business, Google Sheets, WeChat, Sassu Accounting Software, and online banking systems

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.