Ona Coffee Wholesale
Operations Specialist
Are you an operations and customer service professional who thrives in fast-paced environments and enjoys being part of a high-performing team? We’re looking for an Operations Specialist to join our Operations department—someone who can bring structure to complexity, coordinate operational priorities, and deliver outstanding service to both internal and external stakeholders.
About the Role
You’ll play a critical role in ensuring our operations run smoothly across sales, production, logistics, and finance. You will manage systems, support domestic and international business, and importantly, deliver exceptional service to our customers and partners.
Key Responsibilities
Systems Management
* Operate and improve our sales management systems, and ensure products, pricing, and customer accounts are accurate and up to date
* Manage inventory, stock adjustments, and order accuracy in our inventory management system
* Maintain clear, up-to-date process documentation
* Build and manage operational workflows and boards in Monday.com
* Support finance processes in Xero, including invoice reconciliation and customer account queries
Logistics & International Support
* Coordinate logistics, documentation, and compliance for international wholesale operations
* Support stocktake processes and investigate discrepancies across locations
* Manage equipment tracking, PPSR registrations, and contract compliance
Cross-Functional & Customer Service Support
* Act as a key point of contact between departments to ensure timely order fulfilment
* Provide responsive, solutions-focused support to internal teams and external customers
* Assist with campaign coordination across major events
* Ensure a high standard of communication and service for customers
Financial & Administrative Support
* Assist with accounts receivable, including statements, credits, and refunds
* Produce reports and analysis
* Provide operational support across HR, WH&S, and marketing initiatives
What You’ll Bring
* Proven experience in high-level administration and customer service, excelling at multi-tasking and prioritisation within a fast-paced environment
* Strong technical capability across business systems (experience with Shopify, Unleashed, Xero, Ordermentum, and Monday.com highly regarded)
* Exceptional attention to detail and numeracy skills
* A proactive, solutions-focused mindset with the ability to manage competing priorities independently
* Clear, professional communication skills with a strong customer-first approach
* A genuine interest in specialty coffee and alignment with our values of innovation, excellence, and community
About ONA Coffee Wholesale
Elevating coffee experiences, one cup at a time.
As one of Australia’s leading specialty roasters, we are proud of the products and services delivered by our passionate team. We are dedicated to creating unforgettable coffee experiences and setting the benchmark for excellence in how coffee is sourced, roasted, served, and valued.
Why Join Us?
* Be part of a collaborative, passionate team in an exciting industry
* Work across diverse functions with real impact on business performance
* Opportunity to drive process improvements and innovation
* Engage in team events, culture initiatives, and industry-leading projects
If you’re someone who enjoys solving problems, supporting people, and building efficient systems—all while delivering exceptional service—we’d love to hear from you.