OFFICE & ADMIN COORDINATOR

OFFICE & ADMIN COORDINATOR

Permanent Part-Time | Billinudgel  | Approx 24 hours/week
$65k pa FTE equivalent + Super + Holidays  l 4–5 days per week | Approx 10am–3pm
Early September start

ABOUT US

AZTECA Margarita is an independent Margarita company based in Billinudgel

We make damn good Margaritas, sell them around Australia, run bars at events and festivals, send a lot of boxes out the warehouse door, and operate with a small, close-knit team

We're looking for someone to become a bit of an anchor in the AZTECA office

Someone who likes being the person who knows what's going on, what's coming up, what needs renewing, what email hasn't been answered and where the spare printer paper lives

ABOUT THE ROLE

This is primarily an admin / office coordination role based from our Billinudgel warehouse and office.

You'll be the reliable bum in the chair keeping the day-to-day business organised while the rest of the team are producing, selling, delivering, running events and generally creating varying levels of Margarita-related chaos.

It's not a glamorous role, it’s an important role in a small business working with a very small team, including the owners.

We're looking for someone organised, capable, independent and dependable who gets genuine satisfaction from staying on top of the details and making everyone else's jobs easier.

YOUR WEEK WILL INCLUDE

Office & Admin

•  Monitor and respond to general emails and customer enquiries

• Keep the office organised and stocked with general supplies

•  Keep shared files, information and admin systems tidy and current

•  Follow things up without needing to be reminded

Calendar & Keeping Us Organised

• Own and maintain the AZTECA team calendar

• Maintain recurring dates for markets, festivals, trade shows and annual events

• Stay ahead of registrations, renewals, insurance, licences, permits and other business deadlines

•  Make sure important dates don't sneak up on us, there should be no surprises, thanks to you!

Customer Service

•  Respond to online customer queries

•   Help resolve late, missing or damaged deliveries

• Help with private event bookings (planning, invoicing etc), assisting the event manager

•  Make sure customers get looked after quickly, warmly and in a very AZTECA way

Sales & Reporting

•   Maintain simple sales & inventory reports and spreadsheets

•  Keep customer/order information organised and up to date

• Chase up overdue invoices, create invoices & quotes

E-Commerce

•  Pick and pack online orders

• Process B2B orders using our 3PL, or couriers, compare freight quotes

•  Keep an eye on incoming e-commerce orders and make sure they're heading out the door

•  Assist with Shopify order/customer admin

• Use ordering platforms like Ordermentum, Etsy, ALM, ILG, Paramount, Faire as required

•  Help keep the e-commerce side of the business running smoothly

ABOUT YOU

You are organised by nature.

You're the person who remembers that rego is due next month, notices we're nearly out of printer ink, follows up the email nobody replied to and has already put next year's trade show dates in the calendar.

You prefer a small team where you can take ownership of your corner of the business.

You're comfortable working independently and don't need someone constantly creating a to-do list for you.

You're friendly and confident communicating with customers, suppliers and the rest of the team.

You're handy with spreadsheets and technology — you absolutely don't need to be an IT wizard, but Google Drive, email, calendars and spreadsheets are a must

And importantly: you're looking for a stable, ongoing part-time role with annual leave and Super in a relaxed warehouse in Billinudgel.

This could be a particularly great fit for a local parent with school-aged kids looking for part time work that fits largely within school hours.

EXTRA BIG POINTS IF...

You're already a gun with:

·       Shopify (e-comm)

·       Klaviyo (email marketing)

·       Starshipit (logistics)

·       Google Workspace / Drive

·       Google Sheets

Experience in an e-commerce, FMCG, especially food & beverage sales & manufacturing, events or product-based business would also be very handy.

HOURS & LOCATION

This is a permanent part-time position of approximately 24 hours per week, spread across 4–5 days.

We're imagining hours roughly around 10am–3pm, but there's flexibility around the exact arrangement for the right person.

The role is based at our Billinudgel office/warehouse.

TO APPLY

Email ••••@aztecamargarita.com with a little bit about yourself, including:

• A friendly introduction to yourself - make it personal, we want to know who you are!

• Your admin / office / e-commerce experience

•  Your experience with any of the platforms above

•  And any other secret powers you think Team AZTECA should know about

Early September Start, 6 month probation period 

Please note our warehouse is closed to the public for the remainder of August while owners are on Baby Moon (yippeeee), so all applications will be reviewed when they return at the beginning of September, with near immediate start date (pending notice periods etc