Operations & Customer Service & Distribution Coordinator

Operations & Customer Service & Distribution Coordinator

Zephra is seeking an Operations & Customer Service & Distribution Coordinator for a full-time, onsite role in Caringbah. The salary range is $28 – $38 per hour.

This is a varied, hands-on position for an individual with mid-level experience who can manage customer service, order fulfilment, quoting, content creation, and supply chain follow-up. The role involves overseeing processes from initial customer contact through to order dispatch. The company's brand and content direction are established, and they are looking for someone to learn and maintain this style. A part-time arrangement of 3-4 days per week is also an option for the right candidate.

Responsibilities:

• Customer Service:
• Respond to customer emails and phone enquiries professionally and warmly.
• Handle enquiries and schedule showroom visits.
• Follow up with customers regarding orders, deliveries, and payments.
• Quoting & Invoicing:
• Draft and send quotes based on customer requests.
• Generate and dispatch invoices, and follow up on outstanding payments.
• Manage orders from beginning to end using Shopify and an internal portal.
• Order Fulfilment:
• Pack orders and arrange deliveries.
• Coordinate with logistics partners to ensure timely delivery.
• Stock & Supply Chain:
• Track incoming orders weekly, noting their status, contents, and any reorder needs.
• Conduct monthly stock audits to maintain accurate inventory.
• Follow up with suppliers and logistics teams, identifying potential issues 4-6 weeks in advance.
• Content & Marketing:
• Create Instagram content, including product, lifestyle, and educational posts.
• Take photos and produce content for upload.
• Maintain consistency with the established brand style.
• Product Research (ad hoc):
• Research products to assess feasibility.
• Review market trends and competitor pricing.
• Validate if buy prices support target margins while remaining competitive.

What we're looking for:

• Previous customer service experience is essential.
• An excellent, warm, and professional phone manner is the single most important quality for this role.
• Highly organised, proactive, and comfortable switching between customer-facing and behind-the-scenes tasks.
• Strong written communication skills for emails, quotes, and content.
• Comfortable learning new systems and tools quickly.
• A reliable self-starter who can take ownership of their responsibilities.

Tools you'll use: Microsoft Excel and Word, Gmail, Canva, Higgsfield, Claude (AI), Shopify, Meta Business Suite / Instagram, Google Ads, Xero, and our internal portal. Experience with these tools is a plus, and training will be provided for any unfamiliar systems.

The arrangement: This is a full-time, onsite position in Caringbah. A part-time option of 3.5–4 days per week (approximately 20–22 hours) is available for the right candidate. Office hours are aligned with showroom opening times. A quick daily wrap-up email is expected, summarising enquiries, quotes, completed tasks, and follow-ups.

Start date: As soon as possible.

How to apply: Please apply with your CV and a short note detailing your customer service experience.