Activate JobCopilot
This role supports the day-to-day flow of sales, operations and administrative work across the business. It is a hands-on position that keeps orders, invoices, supplier communication and internal coordination running smoothly. The Sales Operations Lead works closely with the team to manage incoming requests, maintain accuracy in financial and sales data, and keep customers and suppliers up to date.
Duties and Responsibilities
- Manage the operations inbox each day, reviewing emails, flagging urgent items and responding or redirecting as needed.
- Oversee daily back-order reports from suppliers and follow up on shipment status or any issues.
- Process supplier invoices promptly and ensure corresponding customer invoices are created without delay.
- Maintain and update records in Xero, including reconciling transactions, checking receipts and following up on missing documentation.
- Support the team with general administrative tasks such as booking travel, preparing commission reports and registering for vendor promotions or bonus programs.
- Monitor outstanding invoices, bills and reconciliations to keep financial data accurate and current.
- Load quotes into the system, assist with quote preparation and coordinate with suppliers when required.
- Assist with software subscriptions, license renewals and other recurring charges by keeping records organized and up to date.
- Handle fortnightly contractor payroll and monthly internal payroll tasks.
- Work collaboratively with the wider team to keep operational processes running efficiently and consistently.
- Contact customers by phone to provide ETAs on equipment, confirm receipt of orders, and ensure deliveries meet required standards.
- Communicate confidently with customers, suppliers, and vendors via both email and phone as part of day-to-day operations.
Required Experience/Skills
- Experience in administration, operations, sales support or a similar coordination role.
- Familiarity with invoices, basic bookkeeping or financial processing.
- Comfortable working across multiple systems, managing shared inboxes and handling structured daily workflows.
- Ability to follow defined processes accurately and consistently.
- Strong written communication skills for supplier and customer correspondence.
- Capability to multitask and manage competing priorities throughout the day.
- Experience with Xero or other cloud-based bookkeeping software (training available but prior exposure is preferred).
- Understanding of CRM or sales tools (HubSpot is an advantage).
- Familiarity with Microsoft 365, including Outlook, SharePoint, Planner and Teams.
- Exposure to ticketing or workflow platforms such as Kaseya is beneficial but not expected.
- Comfortable using Webex or similar tools for communication and meetings.
- General confidence with cloud software and digital administration systems.
- Strong external and internal phone communication skills are essential.
- While this role does not involve sales calls, regular phone contact with customers, vendors, and suppliers is required.
- Fluency in spoken and written English is essential for success in this role.
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
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