Administration Officer

Company description:

THE CW RETAIL TRUST

Job description:

About us

At Market Reach, we are the pioneers of sample distribution in Australia. With decades of industry expertise, we partner with pharmaceutical, healthcare, and FMCG companies to deliver targeted starter packs and samples to healthcare professionals across the nation. Our mission is simple yet powerful: to enhance patient care while boosting brand awareness and demand for our clients.

As part of the Chemist Warehouse Group, Market Reach can offer unmatched marketing and distribution capabilities. This unique position enables us to provide fully customised, end-to-end sampling solutions to our customers in the pharmaceutical, healthcare, and FMCG space. From tailored strategies to compliance-focused execution, Market Reach is the trusted partner that delivers impactful results for our clients.

Primary Focus

The main goal of this role is to manage administrative tasks and data entry, ensuring all day-to-day processes run smoothly. Key areas include:

• Administrative & Customer Support - Ensuring marketing activities and sample distributions meet customer agreements and compliance requirements.
• Data Entry & Liaison - Performing data tasks and communicating with customers and suppliers when needed.
• Office Duties - Handling phone calls, filing, drafting letters, and scheduling meetings.

Reporting: You will report directly to the Administration and Compliance Manager and are expected to deliver tasks on time and to a high standard.

Key Responsibilities Customer Service & Support

• Generate reports and communicate with internal and external customers.
• Handle customer queries and complaints via phone, email, and correspondence.
• Liaise with internal teams, suppliers, and customers about marketing programs, sample distribution, and order processing.
• Provide advice following Standard Operating Procedures and compliance requirements.
• Monitor and maintain inventory as needed.

Administrative Support

• Coordinate and complete administrative tasks to ensure efficiency and compliance.
• Assist with administrative issues and respond to requests from senior managers.
• Maintain databases and track important deadlines.
• Perform data entry, update systems (OMS and WMS), and manage order requirements.
• Organize and prioritize tasks based on customer obligations and management direction.
• Handle general account and invoicing tasks.

Team Support

• Provide accurate information to your manager.
• Support other team members as needed.
• Assist with report preparation.
• Keep managers and colleagues informed and escalate issues when required.

General Responsibilities

• Follow quality control procedures.
• Complete tasks efficiently and meet targets.
• Take ownership of work quality.
• Suggest improvements for processes.
• Follow all company policies and procedures.
• Perform additional duties as requested by management.

Qualifications & Experience

• Minimum 2 years in an admin/customer service role.
• Ability to manage high-volume, detail-oriented tasks.
• Team player who can multitask and meet tight deadlines.
• Strong data entry accuracy and customer service skills.
• Excellent written and verbal communication.
• Good time management and prioritization skills.
• Proactive, results-driven, and initiative-taking.
• Computer literate with knowledge of MS Excel, Word, and Outlook.

Personal Attributes

• Highly organized with attention to detail.
• Can work independently and as part of a team.
• Strong customer service mindset.
• Results-oriented with continuous improvement focus.
• Problem-solving skills and creativity.
• Effective communicator, friendly and professional on calls.
• Flexible and adaptable to workplace changes.
• Willingness to learn and a hands-on approach.

What you should know

Aside from the usual things you should expect from any organisation, we also offer our team the following:

• Discounts across all our brands. Plus, access to the "gift shop" at our Head Office with exceptional discounts on end-of-line products.
• Discounted hot/cold food and drink at our Head Office on-site cafe.
• Free flu vaccinations.

We have a hybrid working arrangement, so you'll need to be based in Melbourne. Our office is in Preston.