Administrative Support Specialist

Company

Confidential Client

Salary / Compensation

• Compensation not specified

Overview / Job Description

Our client is seeking a proactive and detail-oriented Administrative Support Specialist to provide administrative, customer coordination, supplier communication, and basic accounting support. This role is critical to ensuring the smooth day-to-day operation of the business by managing customer inquiries, coordinating supplier updates, maintaining records, and supporting financial administration activities.

The ideal candidate is highly organized, dependable, and capable of taking initiative while managing multiple responsibilities. Comprehensive onboarding will be provided, with the role initially covering approximately 80% of identified duties and expanding over time to include additional responsibilities and growth opportunities.

Schedule

• Monday to Friday
• 9:00 AM – 1:00 PM Sydney Time
• 20 hours per week

Responsibilities

Customer Support & Lead Coordination

• Respond promptly to customer inquiries through WhatsApp Business
• Monitor and follow up on customer leads, inquiries, and appointments
• Assist with scheduling appointments and sending customer reminders
• Maintain accurate customer communication records and updates
• Monitor follow-up activities and remind management of pending or missed actions
• Support positive customer experiences through timely and professional communication

Administrative & Operational Support

• Update Google Sheets and internal job-tracking systems
• Organize customer records, order information, and production status updates
• Prepare pickup schedules and customer notifications
• Support referral program administration and related operational activities
• Assist with additional administrative and operational responsibilities as the role evolves
• Maintain organized records and ensure information accuracy across systems

Supplier & Production Coordination

• Communicate with suppliers in China through WeChat regarding production updates
• Monitor jewellery design submissions and production schedules
• Follow up proactively on delayed designs, production updates, or outstanding tasks
• Coordinate production status information between suppliers and management
• Track timelines to help ensure projects remain on schedule

Invoicing & Accounting Support

• Issue invoices and confirm receipt of customer payments
• Monitor customer payment status and verify bank confirmations
• Provide basic administrative and accounting support
• Assist with tenant payment monitoring and rental follow-ups when required
• Report overdue balances, unpaid invoices, and payment issues to management
• Support accurate financial recordkeeping and documentation

Requirements

Experience

• 2–3 years of experience in administration, customer support, operations support, coordination, or a related role preferred
• Experience managing customer communications and follow-up activities
• Experience handling administrative tasks and maintaining business records
• Experience working with scheduling, tracking, or operational support systems is beneficial
• Exposure to bookkeeping, invoicing, or accounting-related tasks is an advantage

Skills & Competencies

• Strong verbal and written English communication skills
• Excellent customer service and relationship management abilities
• Strong organizational and multitasking capabilities
• High attention to detail and accuracy
• Ability to follow instructions while taking initiative when needed
• Strong accountability, integrity, and reliability
• Ability to manage confidential business and financial information
• Basic accounting and financial administration knowledge preferred
• Strong time-management and prioritization skills
• Ability to work independently in a remote environment

Candidate Profile

You SHOULD Apply If

• You enjoy supporting business operations and keeping processes organized
• You are proactive and comfortable following up with customers, suppliers, and stakeholders
• You have strong administrative and coordination skills
• You are detail-oriented and capable of managing multiple tasks simultaneously
• You are comfortable handling basic accounting and invoicing responsibilities
• You are dependable, trustworthy, and take ownership of your work

You Should NOT Apply If

• You struggle with organization or maintaining accurate records
• You dislike customer communication and follow-up responsibilities
• You are uncomfortable handling confidential business or financial information
• You prefer highly repetitive work with little variation in responsibilities
• You require constant supervision to stay on track with tasks and deadlines

Other Information

Systems Used

• WhatsApp Business
• Google Sheets
• WeChat
• Sassu Accounting Software
• Online banking platforms
• Internal job-tracking and operational systems

Additional Benefits / Highlights

• Permanent work-from-home arrangement
• Immediate hiring opportunity
• Flexible part-time schedule
• Comprehensive onboarding and training provided
• Opportunity for role expansion and professional growth
• Diverse responsibilities across administration, operations, customer support, and accounting
• Direct involvement in supporting business operations and customer experience