AddressJoin a dynamic and thriving team at Subtle Energies, a family-owned global brand at the forefront of the skincare, wellness, and aromatherapy industry. As an Export Operations Coordinator, you'll play a pivotal role in our mission to deliver high-quality, ethical, and effective products to luxury destinations worldwide. This is an unparalleled opportunity to contribute to a company that values innovation, natural remedies, and the power of community connections.
We're seeking an Export Operations Coordinator with a strong background in export documentation and logistics to support our Operations team. This full-time role is integral to our day-to-day operations, ensuring the smooth management of our extensive product range and maintaining our high standard of service to luxury B2B clients.
Role Dynamics
- Diverse and Impactful Work: Immerse yourself in a variety of tasks, from managing day-to-day administrative duties to engaging with luxury B2B clients. Your work will directly influence our operational efficiency and customer satisfaction.
- Tech-Savvy Environment: Utilize and enhance your skills in Mac OS, Iwork Numbers, Excel, Zoom, Monday.com and other platforms, making a tangible impact on our administrative and operational systems.
- Growth and Development: With responsibilities that include improving systems, managing ecommerce, and supporting logistics, you'll have endless opportunities to grow professionally and contribute to the company's strategic goals.
- Export Expertise Development: Expand your expertise in export documentation and logistics, gaining hands-on experience in creating documents for export shipments and coordinating with couriers and freight agents. You'll become a vital asset in ensuring smooth international operations.
Important Notes:
- WhatsApp Communication: This role requires effective use of WhatsApp for internal team communications as part of local and global teams chats. Candidates must be comfortable and proficient in managing professional communications through this platform.
- Prior experience in a similar administrative or operations role is essential, with a focus on efficiency, accuracy, and proactive problem-solving.
- Our company is in a phase of significant growth. We are actively developing and refining our systems and SOPs. Candidates should be adaptable, open to change, and comfortable working in an evolving environment.
Essential Skills & Experience:
- Export Documentation: Strong background in creating documents for export shipments, including preparing and reviewing invoicing and shipping documents to ensure accuracy and compliance.
- Logistics Coordination: Experience in booking and tracking orders with couriers and freight agents, coordinating shipping and logistics with third-party providers to ensure timely delivery of products.
- Proficiency in Mac OS, iWork Numbers, Excel, Word, stock management systems, Dropbox, Zoom, and Apple Mail.
- Exceptional interpersonal skills and high numerical literacy.
- Professional level writing capabilities and strong proficiency in formatting documents and spreadsheets.
- Proven multi-tasking and time management abilities, capable of seamlessly transitioning between tasks.
- Familiarity with eCommerce platforms, particularly Shopify, is highly desirable.
- Experience with Fishbowl ERP is an advantage as well as Monday.com
Key Responsibilities:
You will support the Operations team with day-to-day operations which include, and not limited to:
- Perform a wide range of administrative duties, from basic to complex, ensuring operational efficiency.
- Liaise with luxury B2B clients, managing multiple order flows and communication channels, including extensive use of WhatsApp for team and client communication.
- Prepare and review invoicing and shipping documents, ensuring accuracy and compliance.
- Compile performance data into reports and spreadsheets to support decision-making.
- Enhance administrative systems and procedures to improve operational efficiency.
- Support stock management, including order placement and courier bookings.
- Contribute to our eCommerce presence, including product onboarding and managing customer inquiries.
- Provide email management and customer support for designated regions.
- Coordinate shipping and logistics with third-party providers.
Application Questions:
- Which Apple Mac OS programs are you proficient in?
- Do you have prior administrative experience?
- Have you been responsible for managing eCommerce platforms or online orders?
- How proficient are you with document and spreadsheet formatting, including Excel or Numbers formulas?
- Are you familiar with Shopify?
- How comfortable are you with using WhatsApp for professional communication?
- Describe your commute to Castle Hill.
Join Us
If you're eager to make a significant impact in a growing, ethically-driven company, and bring a blend of administrative prowess, tech-savviness, and a passion for quality and excellence in service, we'd love to hear from you
