Operations & Admin Coordinator (PA + Customer + Marketing Support)
Elanora, QLD (on-site) Part-time | 30–35 hours per week This role requires availability Monday to Friday (5 days per week).$35+ per hour + future bonuses
Read This First (Important)
This is not a "cruise" admin role.
We are a fast-moving business with global customers.Things move quickly, priorities change, and details matter.
Clear structure every day
Being told exactly what to do
This role is probably not for you
Taking ownership
Solving problems
Being relied on
Keep reading!!!
About Us
Shepherd Filters is an innovative Australian company helping commercial kitchens around the world reduce fire risk, save money, and stay compliant.
Our award-winning disposable kitchen grease filters, made from 100% natural wool, are trusted by major restaurant groups across Australia, New Zealand, the UK, and the USA.
We're a friendly, fast-growing team based in Elanora, Gold Coast, with offices also in Sydney, NZ, the UK and USA..
The Role
This role is the backbone of our daily operations.
You'll work directly with the founder and team to keep orders, customers, and logistics running smoothly.
Some days are admin-heavy
Some are customer-focused
Some are marketing
Some require you to figure things out with limited direction.
What You'll Own
Customer communication (calls + email) — clear, fast, professional
Processing orders, invoices, and logistics
Coordinating stock across AU, NZ, UK, USA
Supporting day-to-day operations + problem solving
Assisting with light marketing / social posts
What Matters Most
We care more about attitude and ownership than a perfect CV.
You must be:
Reliable – shows up, follows through
Detail-focused – small mistakes matter in our business
Proactive – doesn't wait to be told everything
Calm under pressure – things can move quickly
2+ years admin / customer / operations experience
Comfortable with systems (Excel, email, CRM, accounting tools)
Experience with stock, logistics, or exports
Marketing or social media interest
Why People Stay Here
Real responsibility (you're not just "support")
Variety — no boring repetitive days
Small team, no politics
Opportunity to grow with the business
Who This Won't Suit
Job hoppers
People unsure what they want
Those looking for a short-term role
Anyone who struggles with accountability
How to Apply (Important)
We only consider applicants who follow instructions.
Please include:
Your resume
Why this role suits you
An example of when you took ownership of a problem
How long you are looking to stay in your next role
What Success Looks Like (First 90 Days)
Understand our products, customers, and how orders flow
Learn systems (orders, invoicing, stock, email handling)
Respond to customer emails and calls with support
Process basic orders and admin tasks accurately
Start identifying where things can be improved
Goal: You can confidently handle day-to-day admin tasks with minimal supervision
30–60 Days — Take Ownership
Manage customer communication independently
Process orders, invoices, and logistics without errors
Coordinate stock across locations with guidance
Handle export documentation with confidence
Begin solving small problems without needing direction
Goal: You become someone the team can rely on daily
60–90 Days — Own Your Role
Fully manage core admin and customer workflows
Stay on top of orders, stock, and communication proactively
Identify inefficiencies and suggest improvements
Support operations and assist with marketing tasks where needed
Reduce the need for follow-ups or checking from others
Goal: You operate as a trusted, independent part of the business
Important
This role requires consistency and commitment.
It typically takes 6–8 weeks to feel fully comfortable, so we're looking for someone who is:
Patient while learning
Willing to push through the early stages
Looking for a longer-term role (12+ months)
Your application will include the following questions:
* How many years' experience do you have as a Customer Support Manager?
* Which of the following statements best describes your right to work in Australia?
* How many years' experience do you have as an office administrator?
* Which of the following accounting packages are you experienced with?
* Which of the following Microsoft Office products are you experienced with?
* Do you have experience in administration?
* Do you have customer service experience?
* Do you have previous invoicing experience?
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