About the Role

Specialty Probiotics Australia is seeking a motivated and highly organised Purchasing Assistant & Office Administrator to join our team.

This dual-function position primarily supports the day-to-day office administration and customer service functions, while assisting with procurement and logistics as needed.

The successful candidate will be responsible for managing general administrative tasks, coordinating office activities, maintaining accurate records, and providing professional support to both internal teams and external customers. They will also assist with processing purchase orders, booking transport, and updating stock levels when required.

Office Administration

Provide administrative support to management and day-to-day office operations.

Maintain office supplies, records, and filing systems in line with company procedures.

Prepare correspondence, reports, and data entry with accuracy and attention to detail.

Coordinate meetings, schedules, and visitor arrangements as required.

Support a positive, organised, and professional office environment.

Customer Service & Communication

Provide prompt and professional responses to customer and internal team inquiries.

Communicate delivery timelines, order progress, and shipment updates clearly and proactively.

Liaise between sales, production, and warehouse teams to ensure smooth order flow and customer satisfaction.

Purchasing & Logistics Support

Raise, process, and track purchase orders to ensure accurate and timely supply.

Monitor order status and follow up on deliveries to meet production and customer deadlines.

Book transportation for inbound and outbound shipments, coordinating with carriers to ensure timely and cost-effective delivery.

Update stock levels and maintain accurate inventory records in the ERP system (Cin7).

Prepare and maintain order-related documentation such as invoices, packing lists, and delivery notes.

Assist with general logistics coordination and problem-solving when delays or discrepancies occur.

Skills & Qualifications

Strong administrative and organisational skills with attention to detail

Experience in customer service administration

Proficiency in Google Drive applications

Experience with ERP or inventory management systems (Cin7 experience highly regarded).

Experience in purchasing, logistics, supply chain (a bonus)

Excellent communication and teamwork skills.

Ability to prioritise tasks, meet deadlines, and work both independently and collaboratively.

Eligibility & Work Arrangements

Must be an Australian Citizen or Permanent Resident.

This role is based in the office, five days a week, at our Ormeau site.

Flexible working hours are available (e.g., full-time or school-friendly hours such as 9:00 AM – 3:00 PM).

What We Offer

A supportive and collaborative work environment.

Opportunities for professional growth and career development.

Competitive remuneration package.