Business Support Coordinator

This is a remote position.

OVERVIEW:

The client is an Australia-based promotional products business that supplies branded merchandise to corporate clients. The company specializes in product sourcing artwork coordination decoration and client ordering portals with a strong focus on quality efficiency and long-term client relationships.

This role is responsible for managing day-to-day job coordination supplier and client communication artwork approvals and order processing through internal addition the role supports the development of internal documentation and training systems to ensure consistency and scalability of operations.

Working closely with the business owners this position is ideal for someone who is highly detail-oriented process-driven and reliable with strong communication skills and the ability to manage multiple structured tasks in a fast-paced environment.

Operations & Job Coordination (70%)

• Set up and manage jobs in WorkflowMax (clients contacts job details task steps)
  

• Upload and maintain job files (quotes mockups purchase orders approvals)
  

• Receive artwork approvals from suppliers and cross-check against client mockups
  

• Send artwork approvals to clients and follow up for sign-off
  

• Send approved artwork to suppliers
  

• Send dispatch notices and tracking details to clients
  

• Generate and send purchase orders to suppliers
  

• Match supplier invoices to POs in Xero and maintain accuracy
  

• Communicate with suppliers and vendors via email
  

• Process repeat orders and update pricing as required
  

• Send post-order follow-ups and future order reminders
  

Systems Documentation & Process (20%)

• Convert Loom recordings into SOPs and step-by-step guides
  

• Build and maintain Google Drive training folder structure
  

• Maintain and update SOPs as processes evolve
  

• Organize and link training materials (Loom documents folders)
  

• Use meeting transcripts to keep documentation current
  

Business Support & Growth Tasks (10%)

• Send and follow up on client quotes
  

• Process quote acceptances in WorkflowMax
  

• Build client/contact databases (LinkedIn research spreadsheets)
  

• Upload and maintain product listings in client ordering portals
  

• Experience in admin operations or coordination roles (preferably in product print or promotional industries)
  

• Experience with order processing supplier coordination or customer service
  

• Working knowledge of Xero or similar accounting platforms
  

• Strong written English communication skills (client and supplier-facing)
  

• Highly detail-oriented with strong organisational skills
  

• Experience creating SOPs or process documentation
  

• Tech-savvy and comfortable learning new systems
  

• Ability to manage multiple tasks across different stages
  

• Reliable and consistent with time-sensitive tasks
  

SOFT SKILLS & WORK STYLE:

• Process-driven and methodical in approach
  

• Independent and self-directed
  

• Strong sense of ownership and accountability
  

• Proactive communicator (flags issues early)
  

• Comfortable working in structured repetitive workflows
  

• Able to balance client-facing communication with backend admin tasks
  

Requirements

WORK STRUCTURE:

• Reports directly to the business owners
  

• Independent workflow with clear task structure
  

• Regular check-ins during onboarding period
  

• Ongoing process improvement and documentation responsibilities
  

TYPE OF POSITION PHYSICAL REQUIREMENTS & EXPECTED HOURS OF WORK:

• Full-time position
  

• Work from home setup
  

• Aligned with Australian business hours (AEST)
  

• Reliable computer setup and stable internet required
  

SALARY AND BENEFITS:

• 8 aud per hour
  

• Paid Australian holidays
  

• Paid time off
  

• Permanent work from home
  

• Supportive and structured team environment