Job Overview

Our client is a fast-growing frozen mochi donut brand supplying wholesale accounts across Australia. Their products are handcrafted, Japanese-inspired, and sold frozen to cafes, dessert bars, retailers, and event operators. We are seeking a hands-on and reliable coordinator to manage wholesale operations, administration, and light accounting. The primary focus is ensuring the wholesale channel runs smoothly, including order processing, account management, and day-to-day coordination with internal teams.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM AEST, with 1 hour unpaid break (40 hours per week) Note: Weekend availability required for occasional troubleshooting via WhatsApp.

Responsibilities

• Wholesale Account Management: Manage relationships with existing accounts (cafes, retailers, distributors); process incoming orders via Shopify and email; and support the onboarding of new accounts.
• Logistics Coordination: Coordinate order fulfillment, including pallet builds, SKU allocation, and shipping schedules; conduct proactive reorder follow-ups with existing accounts.
• Operations & Administration: Manage supplier communications; support staff rostering and administration; and coordinate with the Sydney Store Lead on cross-location logistics.
• Financial Administration: Generate and send invoices via Xero for all orders; track payment status, follow up on overdue invoices, and reconcile payments against orders.
• Reporting: Provide weekly wholesale summaries covering orders processed, account updates, revenue, and outstanding invoices.
• Business Support: Handle general business correspondence on behalf of the owner and maintain operational documentation for survey and process readiness.

Requirements

• Relevant Experience: Proven experience in wholesale/B2B operations, account management, or supply chain coordination.
• Technical Proficiency: High proficiency in Google Sheets or Excel; confident experience generating invoices and tracking payments in Xero.
• Communication: Strong written English for professional client communication; primary communication via WhatsApp during working hours.
• Attention to Detail: Meticulous approach to order processing, documentation, and maintaining the wholesale account tracker.
• Self-Management: Self-directed with strong time management and prioritization skills.

Qualifications

• Experience in food manufacturing or commercial kitchen environments (HACCP qualified) is a plus.
• Familiarity with Shopify (wholesale platform experience preferred).
• Understanding of Australian Food Standards (labelling, allergens, Country of Origin).
• Experience with AI tools or workflow automation.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations 

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.