VirtualStaff365 is hiring a
Operations Officer

Summary

Join our Australian baby care brand as an Operations Officer, ensuring seamless order processing, effective logistics coordination, and accurate reporting. This full-time role offers a permanent work-from-home set-up with dayshift hours.

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

Responsibilities

• Process 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
• 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
• Monitor and maintain internal spreadsheets and provide regular updates on inbound shipments according to pre-agreed dates and escalating any delays
• Complete inbound receipts at 3PL and contract manufacturers, verify stock movements, and escalate discrepancies
• Assist with clearance documentation (Commercial invoices, packing lists, etc.)
• 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
• 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

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)