Customer Service Administrator

About the role

The Customer Service Administrator is responsible for managing the administration of customer enquiries, order processing, and invoicing for equipment. This role ensures timely handling of quotations, sales orders, deliveries, and client invoicing, while maintaining accurate purchasing and stock records and excellent customer service for clients, Support Coordinators, Plan Managers, and healthcare professionals. The role works closely with the Sales, Purchasing, Logistics, and Warehouse teams to ensure equipment is ordered, delivered, and invoiced efficiently. Your work directly supports accurate billing, financial compliance, and stock availability, underpinning client satisfaction across Rehab Hire & Sales.

Key responsibilities

• Manage enquiries via email and speaking with clients over the phone when required

• Complete sales orders in MYOB and arrange delivery of equipment through ELMS

• Liaise with the Logistics team to schedule deliveries, collections, and swaps

• Ensure all required documentation is received before processing orders and maintain accurate customer records within internal systems

• Receive and process orders from the Sales Department, confirm order details and stock availability before processing

• Prepare and issue client invoices in a timely and accurate manner and investigate and resolve invoicing queries or discrepancies

• Maintain accurate financial and billing records within MYOB

• Liaise with the Purchasing Department to confirm stock levels and availability and assist with ordering, supplier follow-ups, and admin tasks during peak periods

• Liaise with the Warehouse team to ensure orders are picked, packed, and dispatched on time and track order status

• Build and maintain strong working relationships with Sales, Accounts, Customer Service, and Warehouse teams, external suppliers and freight/delivery providers, and clients requiring invoicing or order support

About you

• Attention to detail and accuracy

• Strong organizational and time-management ability

• Customer service and communication skills

• Problem-solving and decision-making

• Data integrity and quality assurance focus

• Ability to work cross-functionally and influence without authority

• Sound understanding of invoicing, credit, and refund processes

• Proficiency in ELMS, MYOB, and Microsoft Office Suite

• Experience working with MYOB (desirable)

• 2+ years of experience in either accounts or purchasing departments (desirable)

About us

Rehab Hire & Sales is an NDIS registered provider committed to ensuring the safety and wellbeing of all participants. As an NDIS registered provider, all employees in this role must comply with all NDIS Practice Standards applicable to this role, participate in required worker screening checks including National Police Clearance and Working With Vulnerable Persons (WWVP) checks as mandated by NDIS regulations, maintain valid and current background clearances throughout employment, and complete mandatory NDIS compliance and safeguarding training as directed by management.