Personal Admin Assistant

Job description

Location: Production facility - Maitland. Brands x 2 with a stand alone Lab.
Reports To: General Manager
Employment Type: Full-time Mon-Fri 8:30-4:30.

Role overview

We are seeking a highly organised, proactive, and detail-oriented Personal Assistant to support the general manager in a fast-paced production facility. This role combines executive support, operational coordination, Shopify order management, light logistics coordination, supplier sourcing, and general administration.

The ideal candidate thrives in structured environments, can manage multiple priorities simultaneously, and takes ownership of tasks from start to finish.

Key responsibilities

1. Executive and administrative support

• Provide direct administrative support to the general manager
• Manage schedules, and follow-ups
• Prepare any reports, spreadsheets, and presentations.
• Maintain organised digital and physical filing systems
• Track action items and ensure timely completion
• Coordinate meetings and internal communications

2. Shopify order management (backend operations)

• Manage and monitor Shopify backend daily
• Process, pack, and dispatch online orders accurately and efficiently
• Generate shipping labels and coordinate courier collections
• Update order statuses and tracking information
• Handle customer order queries and liaise with support if required
• Monitor stock levels and flag low inventory

3. Production and operations support

• Assist in tracking workflow and dispatch schedules
• Support inventory organisation and stock control processes
• Help streamline administrative and operational systems

4. Light logistics management and sample coordination

• Coordinate incoming and outgoing deliveries
• Arrange courier collections and manage shipping documentation
• Track shipments and resolve delivery issues where necessary
• Maintain records of freight and shipping costs
• Prepare and dispatch product samples periodically to customers, suppliers, or partners
• Ensure sample tracking, follow-ups, and documentation are completed
• Support planning of small-scale distribution or promotional shipments

5. Supplier administration

• Source and research new product suppliers
• Request and compare supplier quotes
• Maintain supplier database and documentation

6. General administration

• Maintain accurate records and databases
• Assist with basic bookkeeping preparation (invoices, purchase orders, receipts)
• Support compliance and documentation requirements
• Identify opportunities to improve processes and efficiency

Required skills and experience

• Previous experience as a personal assistant, administrative assistant, or operations assistant
• Experience using Shopify (preferred)
• Strong organisational and time-management skills
• Ability to manage multiple tasks with attention to detail
• Confident using Microsoft Office Workspace
• Strong written and verbal communication skills
• Proactive problem-solving mindset
• Comfortable working in a production / warehouse environment

Desirable (but not essential)

• Experience in supplier sourcing or procurement
• Exposure to logistics coordination or shipping processes
• Process improvement or workflow optimisation experience

Key competencies

• Highly organised and structured
• Able to prioritise in a fast-paced environment
• Reliable and discreet
• Detail-focused with high accuracy

Self-motivated and solutions-oriented

Posted on 11 Feb 14:05, Closing date 12 Apr