Customer Service & Operations Coordinator

The Opportunity

Join a dynamic and thriving team at Subtle Energies, a family-owned global brand at the forefront of the skincare, wellness, and aromatherapy industry. As a Customer Service & Operations Coordinator, you'll play a pivotal role in our mission to deliver high-quality, ethical, and effective products to luxury destinations worldwide.

With 30+ years of clinical heritage, a COSMOS Natural certified range and partnerships with some of the world's most iconic hotel spas, including Crown Towers, Gwinganna Lifestyle Retreat, The Peninsula Hotels, Mandarin Oriental, Six Senses, One&Only and Taj, we are in an exciting phase of global growth. Based at our Castle Hill head office where our products are made, this is a genuine step-up opportunity for a strong administrator or customer service professional who takes pride in being able to deliver efficiently and effectively.

What You'll Do

• Manage orders end to end for luxury B2B clients across international markets

• Prepare and check invoices, shipping documents and export paperwork with precision

• Communicate daily with global spa partners via email and WhatsApp, representing a luxury brand with warmth and polish

• Coordinate with couriers and freight partners to keep deliveries seamless

• Support our Regional Directors with account coordination, reporting and continuous improvement of our systems

What We're Looking For

• Exceptional attention to detail: accuracy in every document, every time

• A confident, polished written communicator

• Calm, organised and reliable when juggling multiple tasks, clients and time zones

• Experience in administration, customer service or operations; or a strong analytical graduate looking to build a career in global operations. Export and logistics experience is not required, we provide full training in our international freight and documentation processes but if you do come to us with export experience that will be a consideration.

• Comfortable with Dropbox, Google Workspace; curiosity about AI tools a plus

• Familiarity with Shopify, Fishbowl ERP and/or Monday.com is a strong advantage

• Comfortable managing professional communications via multiple WhatsApp groups
  

Why Join Subtle Energies?

• A potential to grow with a company that is about to enter its next global growth stage

• $70,000 – $80,000 plus super, plus an annual KPI bonus.

• Parking onsite and 10min walk from Metro

• Full training in international logistics and export operations, up skilling in a real time environment

• Daily contact with world-class luxury hospitality brands, in a close-knit team where your work is genuinely visible

• A growing Australian brand that invests in its people and embraces modern ways of working, including AI across the business

To Apply — Please Address These Questions

No cover letter needed. Just send your CV, and include a few sentences on one thing: a time you caught an error in a document or piece of work before it caused a problem. Applications that include this go to the top of our list.

If you're meticulous, take pride in doing things properly, and want to build a career with a globally recognised luxury wellness brand, we'd love to hear from you.