Purchasing Officer & Admin Assistant

Enjoy a diverse role across Admin, Purchasing, Marketing & Finance.Perfect opportunity to work part-time in school hours or around other commitments.Join our fun & friendly team in our independent holistic style Darwin based pet store.We are a fast growing independent pet store looking for a new Darwin based on-site team member to work directly with the Owner & Director in this super important purchasing, finance & admin role.We are not your average pet store! We are a family run, fully independent holistic style pet store specialising in natural, minimally processed, chemical and toxin free pet products for dogs & cats.We absolutely love changing the lives of our furry friends (& their guardians) through the supply of species-appropriate nutrition, natural remedies, preventative health solutions, accessories and humane walking equipment.We have a strong, friendly, happy team and this is a brand new role to support our business growth and future growth plans.About this roleThis role is perfect for someone with strong admin, strong reporting & data analysis skills, coupled with high attention to detail & super organised who wants to work mornings and/or flex their work around school hours or other commitments.Working 15-25 hours per week on-site Monday to Friday (ONLY - no weekends or public holidays!) you'll be given a detailed and supportive handover to fully understand our business and processes and once you are up to speed, you'll be encouraged to take responsibility and work autonomously.Your responsibilities will include admin, purchasing, inventory management & marketing. They will include:Finance Support & Sales Reporting: You'll be preparing invoices and entering receipts into Xero, chasing invoices and helping with supplier paperwork. You'll also be entering daily sales reports into Xero and running reports to be entered into Xero.Purchasing Officer & Inventory Management: You'll learn this important role in our business which includes monitoring stock levels via our POS system, and manage the re-ordering and suppliers organisation and logistics to ensure we always have the right stock on our shelves.Supplier Price Checking: Maintaining correct pricing by checking supplier pricing on their websites/platforms.Banking: You will do our physical banking of cash fortnightly and float/change management.Staff Rostering: You'll organise our staff roster via our software system and be the main liaison point with the team for confirming and amending the roster.Customer Enquiries & Admin: You'll check and respond to customer queries across email, telephone and social media. We'll train you how to support them in the Aussie Pooch way!Customer Database & Loyalty Programs, Monthly Prizes: You'll keep our database up to date and take charge of our customer loyalty program, entering & updating our points system and organising our monthly prize draws.Organise & Develop Systems & Processes: We have a lot of existing processes which need to be documented, centralised and organised. You will develop and write the business' Standard Operating Procedures with the support of the team and maintain our SOP library. You'll also work through a project to identify where our gaps lie to ensure we are compliant and operating in the most efficient way possible.Tech & System Troubleshooter: Every now and then "tech happens" and we need someone cool under pressure to help coordinate troubleshooting the problem, which may be as simple as a faulty scanner or a bit more complicated like an EFTPOS machine not working.Website Admin: You'll update new products and pricing onto the website. We use Shopify and will happily train you as long as you've got a keen interest to learn technology and figure out how various apps integrate and connect behind the scenes.General Store Admin: including organising trades & maintenance that's required in the store, liaising with our landlord, ensuring we have all the things we need including stationery, packaging and consumables!Plus lots of ad-hoc tasks to support our busy growing retail store: including researching & sourcing promotional material, organising small and big things for the store, for marketing, designing and printing posters in Canva etc!About YOUWe're looking for someone who wants to get involved, solve problems, hold responsibility and ultimately be PROACTIVE and HELPFUL.This is a very hands-on role and strong administration experience including running & analysing reports and managing your own workload to meet deadlines is essential.You must love technology and systems, be confident and comfortable learning new programs, and you can troubleshoot problems on your own.Ideally you know Xero, have worked within a Point Of Sale system before, are familiar with purchasing and inventory management and have some basic website knowledge.(Note that we are happy to train you up in some of these skills but a love for tech and systems and strong administration experience is a must!)To thrive in this role, you will:Have strong administration experience (at least 5-7+ years), strong customer service experience (including speaking to people!) and strong systems and tech knowledge.Knowledge of Instagram, Facebook, Microsoft Outlook is essential and bonus points if you have worked with Shopify, Xero, Point Of Sale Systems and marketing systems like Canva, Klaviyo.Have previously worked in a fast paced environment juggling a wide array of administration, finance, marketing tasks directly supporting the CEO/Owner.Be an excellent communicator in all forms (written, verbal) and be a proud representative of our brand (internally and externally).Be highly organised, high attention to detail, efficient, accurate and follow yourself up.Have good technology skills to learn our systems quickly and find your way around apps and integrations.Be keen to work as part of a team and join our business for the long term.Be able to work autonomously and dive into deep focused work.Have a current Driver's License and your own reliable car you can use for work.Take pride in your work and enjoy contributing to our mission to change the lives of cats & dogs across Australia!What's In It For YouIn exchange for your loyalty and hard work you'll enjoy regular hours that you can plan around, flexible work arrangements including school hours / work from home where required, staff discounts AND… you'll quickly feel part of our fun, happy team in a workplace that truly appreciates you and gives you the training and support you need to succeed.You'll be offered opportunities to develop your skills to suit your passion and goals so you can continue to grow and develop as we do!Next StepsSo if you've read this far and think this may be the job for you, please prepare a cover letter answering these 6 questions and attach your CV and apply ASAP:Tell us about your relevant previous experience that makes this role right for you? Please specify your admin, purchasing and finance experience, your software knowledge and whatever else you think is relevant.Please tell us about your previous experience in a busy fast paced environment like ours?What stands out to you about this position and our business?This is a long term part-time employed position working 5 days per week. What is your current work & life situation and why does this suit you?Do you have your own car to use for driving to the bank or running errands (car usage will be reimbursed)?Is there anything else you'd like us to know?We thank you for taking the time to apply, shortlisted applicants will be contacted.
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