Operations & System Coordinator

The ideal candidate will be highly organized, technically proficient, and comfortable managing multiple operational priorities in a fast-paced environment.

This role is to lead a small organisation of 4 people which is looking to enter a growth phase. If you are someone looking to get exposure to all different areas of an operation then this could be the role for you1

Key Responsibilities

• Own the end-to-end order process: receipt, validation, database entry, fulfillment, invoicing, and dispatch.
• Conduct physical product handling including inspection, polishing, shaping, lens cutting, packaging, and scheduling shipments.
• Manage product returns, warranty issues, and ensure timely resolution.
• Perform periodic physical inventory counts to align with system data.

• Maintain and update inventory records in Workhorse (including new SKUs, colors, bins).
• Verify product updates in Xero and ensure stock availability across all channels.
• Generate and maintain weekly, monthly, and quarterly inventory and sales performance reports.

• Act as the primary point of contact for all operational systems (Workhorse, Xero, Monday.com).
• Ensure operational readiness of network, Wi-Fi, printers, and lens cutter equipment.
• Submit, track, and coordinate resolution of technical issues with vendors.
• Maintain process documentation, system utilities, and troubleshoot issues to minimize downtime.

• Partner with vendors and the CFO to manage service agreements, billing, and new service acquisition.
• Review and reconcile monthly invoices; coordinate approvals and payments.
• Support the CFO and Accounting team with financial reconciliations and audits.

• Develop actionable operational insights through regular reporting.
• Identify process gaps and propose workflow enhancements.
• Maintain clean, accurate data to support decision-making across departments.

Requirements:

• Proficiency in Apple Mac OS and advanced Excel (formulas, lookups, pivot tables).
• Strong organizational and multitasking skills with a hands-on, problem-solving mindset.