Calling all Admin Superstars! Join the IonOpticks Team!

About Us

IonOpticks was kick started in 2017, right here in Melbourne. We may be from the humble down under, but our products are revolutionising medical research right around the globe. We don’t like to brag but put simply, we are the best. Universities and research institutions want to work with us because our products enable the most reliable, most detailed analysis of data.

Does this sound like you?

We’re looking for a Sales Administrator who’s passionate about delivering excellent customer service and keeping things running smoothly from first enquiry to final delivery. In this frontline role, you’ll be the primary point of contact for many of our customers—responding to enquiries, processing orders, coordinating shipments, and ensuring accurate records every step of the way. You’ll play a key role in creating a seamless, professional experience that our customers rely on and our internal teams value.

This role offers an excellent opportunity for an experienced administrator with strong organisational skills, a keen eye for detail, and the ability to manage competing priorities in a fast-paced environment. If you're someone who takes ownership, communicates clearly, and enjoys solving problems before they become issues, you'll fit right in.

Key responsibilities

• Respond to incoming quote requests and general sales enquiries in a timely, professional manner
• Process orders accurately and coordinate with relevant teams to ensure efficient order fulfillment
• Generate and issue invoices to customers upon shipment
• Prepare and validate all necessary customs documentation for international shipments to ensure compliance and prompt clearance
• Book courier services, manage shipment schedules, and track delivery progress to ensure shipments are dispatched and delivered as per the estimated shipping date
• Liaise with logistics providers and internal stakeholders to address and resolve any shipping or customs-related issues
• Maintain and update customer and sales information across CRM, spreadsheets, and internal databases with high accuracy
• Ensure data integrity and support regular data clean-up initiatives
• Assist with the preparation of reports, sales presentations, and materials required for team meetings and projects
• Gather, organise, and compile data to support continuous improvement across sales and operations
• Provide administrative support to the wider IonOpticks team, as required

Key selection criteria

• Minimum 2 years’ experience in a sales administration, customer service, or logistics support role
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with both customers and colleagues
• Passionate about delivering excellent customer service, with a proactive and solution-focused mindset
• Friendly, engaging, and confident interpersonal skills, with the ability to build positive relationships
• Quick to learn new systems and processes, with a proactive and adaptable approach to change
• Able to work independently while also contributing effectively as part of a collaborative team
• Exceptional organisational and time management skills, with the ability to juggle competing priorities
• High attention to detail and a commitment to accuracy in all tasks
• Proficient in Microsoft Office (Word, Excel) and Google Workspace (Sheets, Docs, etc.)

Why IonOpticks?

At IonOpticks, we are a small(ish), but mighty team, which is rapidly growing. We’re focused on developing cutting-edge technologies that meet real-world demand—and we know that our people are central to that success. We invest in our team’s growth, offering ongoing opportunities for personal and professional development.

Our culture is one of genuine support, flexibility, and inclusion—where diverse perspectives are valued and work-life balance is respected. If you're looking for a place where your contributions matter and your career can thrive, IonOpticks is it.

How and where to apply

Let us know you’re keen to join our team by applying and sharing your CV and cover letter (don’t forget to tell us how you meet the key selection criteria in the cover letter!).