[Hiring] Administration & Customer Support Coordinator @Virtual Staff 365

Role Description

They are now seeking to hire an Administration & Customer Support Coordinator to handle customer enquiries, manage communications, and provide general operational support. This role is vital for ensuring high customer satisfaction, maintaining cost control, and maximizing the effective use of internal business systems.

Job Responsibilities

• Customer Support and Communication
  • Answer inbound customer calls promptly and professionally while returning missed calls and voicemails within agreed timeframes.
  • Ensure customers receive accurate information regarding products, orders, deliveries, returns, exchanges, warranties, and after-sales support.
  • Manage sensitive customer complaints in a calm and professional manner and escalate complex matters to management when necessary.
  • Maintain clear and solutions-focused communication with customers, suppliers, logistics partners, and internal teams.
• Administration and Order Management
  • Prepare and process quotes, sales orders, returns, exchanges, and warranty enquiries in accordance with company procedures.
  • Assist with order updates, payment-related enquiries, and general retail administration.
  • Liaise with warehouse, sales, eCommerce, suppliers, and logistics partners to confirm order status.
  • Apply approved freight, replacement, refund, and credit decisions consistently while considering business costs.
• System and Data Management
  • Use approved business systems to track, update, and resolve customer requests.
  • Record order numbers, ticket classifications, and resolution types accurately to support returns and cost reporting.
  • Maintain accurate customer information and administrative records in compliance with privacy and record-keeping requirements.
  • Flag recurring customer contact reasons and trends that point to operational, product, or service issues.

Qualifications

• 3 to 5 years of experience in customer service and administration.
• Availability to work 38 hours per week across a 7-day roster during Melbourne business hours.
• Strong product-learning capability and understanding of retail, inventory, delivery, and returns processes.
• Commercial acumen with the ability to balance customer outcomes with policy, cost, and business objectives.
• Excellent written and verbal communication skills with a natural grasp of conversational nuance.
• Confidence in handling customer enquiries without relying on scripted responses.

Nice-to-Have Skills

• Certification in eCommerce, Customer Service Management, or an equivalent discipline.
• Experience supporting an Australian or eCommerce business.
• Experience with customer service systems such as Gorgias.
• Experience using a cloud phone system in a customer service environment.
• Competence in Microsoft Office, ERP systems, point-of-sale, and eCommerce platforms.

Benefits

• Permanent work-from-home set-up.
• Dayshift (Australian business hours).
• Full-time job.
• HMO.
• Annual leave.
• Christmas Bonus equivalent to 1 month's wage (pro-rata).