Operations & System Coordinator

We are seeking a detail-oriented and proactive Operations & Systems Coordinator to drive the smooth running of day-to-day operations. This role oversees vendor management, order fulfillment, inventory control, and systems maintenance, ensuring seamless coordination across sales, logistics, and finance functions. The ideal candidate will be highly organized, technically proficient, and comfortable managing multiple operational priorities in a fast-paced environment.

This role is to lead a small organisation of 4 people which is looking to enter a growth phase. If you are someone looking to get exposure to all different areas of an operation then this could be the role for you1

Key Responsibilities

Operations & Order Fulfillment

• Own the end-to-end order process: receipt, validation, database entry, fulfillment, invoicing, and dispatch.

• Conduct physical product handling including inspection, polishing, shaping, lens cutting, packaging, and scheduling shipments.

• Manage product returns, warranty issues, and ensure timely resolution.

• Perform periodic physical inventory counts to align with system data.

Inventory & Data Management

• Maintain and update inventory records in Workhorse (including new SKUs, colors, bins).

• Verify product updates in Xero and ensure stock availability across all channels.

• Generate and maintain weekly, monthly, and quarterly inventory and sales performance reports.

Systems & Technical Support

• Act as the primary point of contact for all operational systems (Workhorse, Xero, Monday.com).

• Ensure operational readiness of network, Wi-Fi, printers, and lens cutter equipment.

• Submit, track, and coordinate resolution of technical issues with vendors.

• Maintain process documentation, system utilities, and troubleshoot issues to minimize downtime.

Vendor & Finance Coordination

• Partner with vendors and the CFO to manage service agreements, billing, and new service acquisition.

• Review and reconcile monthly invoices; coordinate approvals and payments.

• Support the CFO and Accounting team with financial reconciliations and audits.

Reporting & Continuous Improvement

• Develop actionable operational insights through regular reporting.

• Identify process gaps and propose workflow enhancements.

• Maintain clean, accurate data to support decision-making across departments.

Requirements:

• Proficiency in Apple Mac OS and advanced Excel (formulas, lookups, pivot tables).

• Strong organizational and multitasking skills with a hands-on, problem-solving mindset.