About Phytoca:

At Phytoca, we are dedicated to providing high-quality medicinal cannabis products to patients across Australia. Our mission is to ensure safe, reliable, and timely access to these products while upholding the highest standards of compliance and customer service. For more information visit https://phytoca.com.au/

Role Overview:

We are seeking a dynamic individual to join our team as Operations Coordinator to support effective day-to-day administrative operations across customer service, order processing, and effective day-to-day administrative operations across customer service order processing and this role assists in managing inventory, supporting compliance and customer service activities, and ensuring smooth communication across departments. The Operations Coordinator also plays a key role in supporting the sales function by ensuring operational readiness, timely order fulfilment, and clear communication between sales and operations teams.

This position primarily involves computer-based tasks and phone communication, requiring strong digital literacy and interpersonal skills. The role also involves hands-on support within the warehouse to assist with stock organisation, fulfilment, or urgent operational needs. It requires attention to detail, proactive problem-solving abilities, and the capability to work collaboratively with both internal and external stakeholders.

Key Responsibilities:

Reporting to Customer Operations & Distribution Manager your responsibilities will include but not be limited to -

1) Warehouse & Logistics Support

• Support daily warehouse activities including receiving, stock handling, picking, packing, and dispatch.

• Ensure products are clearly labelled, organised, and stored in accordance with SOPs.

• Assist with stock replenishments, cycle counts, and inventory reconciliation.

• Coordinate freight bookings and track delivery timelines with courier and freight partners.

• Monitor and maintain warehouse consumables, including packaging supplies.

2) Inventory & System Accuracy

• Maintain accurate digital records of all stock movements in inventory systems and drug registers.

• Perform data entry and generate reports to ensure alignment between physical and system inventory.

• Assist in resolving inventory discrepancies and escalate issues when necessary.

• Contribute to improvements in inventory processes and system workflows.

3) Customer Service & Order Fulfilment

• Act as a secondary point of contact for pharmacy clients, handling inquiries, portal access, and basic support.

• Assist with processing new customer sign-ups, ensuring documentation is complete and accurate.

• Liaise with internal teams to coordinate fulfilment and promptly resolve any orderrelated issues.

4) Compliance & Documentation

• Assist in preparing and managing compliance documentation for inventory and order processing.

• Maintain accurate updates across online portals, regulatory platforms, and internal systems.

• Ensure timely and accurate sharing of documentation with both internal stakeholders and external clients.

5) Cross-Functional & Sales Support

• Provide general administrative support to the Customer Operations & Distribution Manager and Supply Chain team.

• Assist with the rollout of new procedures and improvements to SOPs and operational processes.

• Collaborate with the sales team to ensure operational readiness for product launches and promotional activity.

• Support a clean, safe, and compliant warehouse environment through adherence to all safety guidelines.

Attributes for Success:

• Strong attention to detail and commitment to accuracy in administrative tasks.

• Proactive, adaptable, and solutions-focused with a positive attitude.

• Excellent communication and interpersonal skills to manage internal and external relationships.

• Tech-savvy and comfortable working across multiple digital platforms.

• Willingness to take initiative and contribute flexibly across both office and warehouse functions.

Why Join Us:

• Opportunity to join a fast-growing industry and a purpose-driven team.

• You will be joining a down-to-earth group that enjoys what we do and who we do it with.

• Competitive renumeration and opportunity to learn new skills and grow your career.

• Supportive and diverse work environment where individuality, collaboration, and growth are valued.