[Hiring] Operations & Procurement Coordinator @Hunt St

Role Description

We are seeking a highly organised and proactive Business Operations & Client Success Coordinator to become the operational backbone of our growing business. Working closely with the Managing Director, you'll oversee day-to-day operations, including:

• Customer service
• Procurement
• Order processing
• Supplier and freight coordination
• Operational administration

This role plays a key part in supporting the company's continued growth by taking ownership of operational activities, improving processes, and enabling the Managing Director to focus on strategic initiatives, business development, and long-term client relationships. If you thrive in a fast-paced environment, enjoy variety, and take pride in delivering exceptional service, we'd love to hear from you.

Key Responsibilities

• Deliver an outstanding end-to-end customer experience by managing enquiries, quotations, orders, product recommendations, customer communications, returns, warranty claims, and ongoing relationship management.
• Manage the complete procurement and order lifecycle, including preparing quotations, processing customer and supplier purchase orders, confirming pricing and product availability, coordinating custom branding requirements, monitoring production schedules, managing backorders, and ensuring accurate and timely order fulfilment.
• Build and maintain strong relationships with customers, suppliers, freight providers, and key stakeholders while providing proactive communication, managing expectations, resolving issues efficiently, and ensuring customers are regularly updated throughout the ordering process.
• Coordinate freight bookings, warehouse dispatches, delivery schedules, shipment tracking, split deliveries, replacement products, and freight-related issue resolution to ensure successful and on-time delivery.
• Confidently utilise Xero to process sales orders, customer invoices, supplier purchase orders, maintain customer and supplier records, verify invoice accuracy, organise operational financial documentation, and prepare information for the external bookkeeper.
• Manage customer procurement portals, supplier ordering platforms, CRM systems, B2B ordering platforms, product catalogues, operational documentation, and other cloud-based business systems while quickly adapting to new software and customer requirements.
• Provide operational support to the Managing Director by coordinating daily priorities, preparing business documentation and reports, supporting customer and supplier meetings, assisting with projects, tenders, and implementing operational improvements that enhance business efficiency.
• Conduct supplier and product research, coordinate stock requirements, support marketing initiatives, assist with system implementations, complete administrative tasks, and undertake additional operational responsibilities that contribute to the continued growth of the business.
• Maintain exceptional attention to detail across quotations, purchase orders, invoices, freight bookings, branding specifications, product information, customer records, communications, and operational documentation to minimise errors and protect the company's reputation.
• Prioritise competing workloads, manage multiple customer accounts and suppliers simultaneously, consistently meet deadlines, and take ownership of tasks from commencement through to completion.
• Communicate professionally and proactively by responding promptly to enquiries, providing regular updates, escalating issues appropriately, following through on commitments, and ensuring customers never feel overlooked.
• Demonstrate accountability by identifying solutions, resolving problems proactively, learning from mistakes, continuously improving processes, and maintaining the highest standards of professionalism and customer service.

Qualifications

• Proven experience in Business Operations, Client Success, Customer Service, Operations Coordination, Sales Support, Procurement, Administration, or a similar role within a business-to-business (B2B) environment.
• Demonstrated experience managing end-to-end order processing, procurement, supplier coordination, freight logistics, customer communications, and operational administration.
• Strong working knowledge of Xero, including sales order processing, customer invoicing, supplier purchase orders, customer account management, and operational financial documentation.
• Experience using procurement portals, supplier ordering systems, CRM platforms, online ordering systems, B2B ordering platforms, and cloud-based business software.
• Excellent written and verbal communication skills with a professional phone manner and the ability to build trusted relationships with customers, suppliers, and stakeholders.
• Exceptional organisational and time management skills with the ability to prioritise competing deadlines, manage multiple workflows simultaneously, and work independently.
• Outstanding attention to detail with a commitment to reviewing quotations, purchase orders, invoices, freight bookings, branding requirements, customer information, and operational documentation for accuracy.
• Strong problem-solving skills with a proactive, solutions-focused approach and the ability to identify operational improvements.
• A genuine sense of ownership and accountability, with the ability to take responsibility for tasks from start to finish while maintaining high standards of quality and customer service.
• Adaptable, self-motivated, reliable, professional, customer-focused, positive, calm under pressure, eager to learn, and committed to continuous improvement.

Tools to Use

• Xero
• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• Microsoft Teams
• CRM Systems
• Procurement Portals
• Supplier Ordering Systems
• B2B Ordering Platforms
• Cloud-Based Business Software

Work Arrangement & Expectations

This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)