DIGITAL ADMINISTRATIVE COORDINATOR

Love digital systems and processes? Do you take delight in seeing, building and maintaining organised structured administrative systems and processes? Have a passion for coffee, sustainability and people?
Yes to all, then please KEEP READING!

Our company
We are a specialty coffee roaster based in Sydney, Australia. Our focus is supporting high-end cafes with specialty coffee and equipment whilst wholistically equipping them for success by providing an exceptional service and support. We also have a rapidly growing e-commerce platform offering fresh coffee delivered to homes and offices anywhere in Australia. We are B-Corp Certified, values-driven business, seeking to positively impact people and planet through coffee.

At the core of our culture, we are digital, design-centric and Upgrade to see actual infonovation is key and we are constantly seeking change. We have high expectations of all staff and work collaboratively and energetically to fulfil our mission.

Join the team
We are looking for an Administrative Coordinator to fill a 12 Month Maternity Leave Position. This role will provide administrative support by implementing and managing day to day digital administrative systems, procedures, and policies; monitoring administrative projects; maintaining update to date an accurate records and files. This role aims to maximize client and employee retention and satisfaction through exceptional and quick service. We truly believe that successful retention starts with the first contact and continues throughout the entire lifetime of the relationship.

The successful applicant must be highly organised and have strict time management skills. They must be able to prioritise and coordinate multiple projects as a single time accurately and efficiently and work well within a team as well as independently under the direction of the Operations Manager and Leadership team.

Qualifications and knowledge
-Understanding of digital systems, customer service, office coordination
-Outstanding Communication skills, both written and verbal
-Key Stakeholder relationship building
-Understand Australian Employment standards and Fair Work requirements.
-Sound understanding of word processing and spreadsheets (priority) and google sheets
-Organisation and time management is of high priority
-Astute understanding of structured file and data management

The successful candidate must have access to reliable high-speed internet (with a backup connection being easily available) and electricity and have their own computer/laptop with an up to day operating system and webcam. High level of written English communication is a must given the nature of this role and previous extensive experience in a similar role is necessary. The right candidate will possibly be offered the opportunity to continue with their contract beyond the maternity leave cover.


ADMINISTRATIVE COORDINATOR / JOB DESCRIPTION

Purpose
To Provide administrative support by implementing and managing day to day digital administrative systems, procedures, and policies; monitoring administrative projects; maintaining update to date an accurate records and files in a logical way. This role aims to maximize client and employee retention and satisfaction through exceptional and quick service. Successful retention starts with the first contact and continues throughout the entire lifetime of the relationship.

Status
Location: Remote
Department: Operations
Reports to: Operations Manager
Employment Status: Full-time 38+ Hours p/w
Salary: 40-50 php Per Month

Key duties and responsibilities
As Pablo & Rusty’s passion for customers is core value, this must be ingrained in all aspect of this Upgrade to see actual info doing so, Consistency throughout all messaging is key with the objective to build and maintain P&R Clients and Customer through digital and personal services.

As part of the operations team the Administrative Coordinator will ensure the administrative requirements of the business are completed in a timely, efficient and accurate manner by using problem solving, effective communication and business knowledge.

The Administrative Coordinator will help with keeping systems and databases up to date and will generate analytical reports as needed. The Administrative Coordinator core objective is to manage/protect and maintain the relationship between Pablo and Rusty’s and its wholesale and retail clients and staff by resolving issues or facilitating other operational needs in coordination and collaboration with other departments

We strongly believe that if we are not spending at least 10% of our time innovating, we will not succeed. This role must help with testing and researching new products, processes and systems.

Additional duties and responsibilities
-Support leadership in administrative requirements
-Facilitate employee contracting and onboarding
-Ensure employee records are digitally filed and saved in a logical way
-Support leadership
-Schedule in-house and external meetings
-Manage and order office supplies
-Assist in the coordination of staff handsets and mobile services
-Prepare and post Job Advertisements
-Manage Job Applicants through the appropriate channels
-Assist in the coordination of performance reviews and employee reviews
-Prepare HR Documentation under the direction of the Leadership team
-Revise Company policies and procedures under the direction of the Leadership Team
-Make travel arrangements for the leadership and executive teams
-Organize company documents into updated filing systems
-Address employees’ and clients’ queries (via email or chat)
-Prepare presentations, spreadsheets and reports as directed by the leadership team
-Update policies as needed
-Coordinate Monthly/annually reports
-Conduct Audits on data files
-Write emails, respond to customers, clients etc. on MD/GM/OM’s behalf
-Proactively implementing efficient systems in all aspects of the business
-Follow all P&R protocols and processes and procedures as required
-Be a key operational part of the client contracting and on-boarding process
-Ensure Wholesale Supply, Loan and Rental Contracts are sent according to the set KPI’s
-Ensure accurate data entry and distribution of contractual information
-Coordinate welcome letters and onboarding packs
-Conduct periodic audit of data systems and portals (weekly/monthly/quarterly and annually)
-Assist the wholesale team in coordinating contract expiry and resigning clients
-Ensure efficient action in compliance with contractual obligations
-Ensure accurate record keeping
-Facilitate content for EDM’s and adhoc announcements to Wholesale Clients
-Resolve and respond to wholesale clients queries and issues
-Be the main and first point of contact for clients
-Manage, resolve and take ownership of customer issues and aim to resolve them at first point
of contact where possible.
-Log all issues and instances in the company CRM and various databases
-Manage Client Portal (Zendesk)
-Make sure the issues and queries do not fall through the company channels
-Liaise with production and wholesale to ensure that Clients order on time, are aware of any changes and are up to date with P&R systems
-Direct digital wholesale enquiries to the Wholesale Manager via the appropriate forms
-Maintain accurate and up to date wholesale records and actively seek efficient and effective processes
-Process weekly standing orders on behalf of Wholesale Customers
-Engage with customers and wholesale clients in a professional, polite and positive manner
-Assist the Production and Wholesale Department as needed to facilitate Client needs
-Ensure all supplier and wholesale client records are organised with digital copies created and saved in a logical way
-Resolving freight and logistical issues with courier partners
-Assist P&R teams in achieving business objectives and priorities
-Consult with relevant stakeholders and Operations Manager to standardise processes and eliminate inefficiencies where possible
-Prioritise tasks depending on business priorities and consult the Operations Manager as needed
-Communicate the necessary details, issues and updates to P&R teams and stakeholders as Applicable
-Coordination of Servicing of P&R wholesale equipment
-Coordinate and facilitate necessary onboarding / offingboard procedures for staff

To be an Administrative Coordinator at Pablo & Rusty's will require he/she to uphold, respect and deploy the company's core and aspirational values and operational parameters.

Pablo & Rusty’s is a rapidly growing company within a similarly growing industry, this role is best suited to someone who enjoys working with a dedicated and agile team and thrives in a fast-paced work environment. This role requires self-learning and a desire to advance skills. Work closely with all team to meet targets and business demands.

Qualifications and knowledge
Understanding of digital systems, customer service, office coordination
Outstanding Communication skills, both written and verbal
Key Stakeholder relationship building
Understand Australian Employment standards and Fair Work requirements
Sound understanding of word processing and spreadsheets (priority) and google sheets
Organisation and time management is of high priority

Performance Standards and KPI’s
-Accurate and organised records
-Contracts sent out within 4 business hours of receiving them
-Onboarding on all relevant portals and systems within 1 business day of contracts returned
-Positive staff, client and customer relationships
-Effective and efficient problem solving
Staff, Customer and client enquiries answered efficiently
- Number of clients ordering on time
- Efficient onboarding administration
- Issues resolved on first contact
- Customer satisfaction (verbal and written testimonials)
-Attention to detail in sending and coordinating internal and external documents, including contracts

Authority and reporting
This role has the authority to make decisions on resolving low/medium level client, supplier and office coordination issues. High-level issues should be communicated to the Operations Manager or the relevant stakeholder/department.

Additional information
The hours (8hr per shift) of this role will vary and we’ll be able to offer shifts between 7:00 am to 7:00pm (AEST) Monday to Friday (this may change, 2 weeks notice will be given). Hours/Shifts may be set prior to your first day, however, this can be discussed during your onboarding (pending approval). All dates and times are AEST time