Office Administrator

Step Flex are unique orthotics, being active foot correctors, rather than static foot supports. The product has a 51 year history in North America, and a 21 year history in Australia. They are made in Germany. The office is in Kew East, and supplies to resellers throughout Australia, New Zealand, Asia and Europe. With modern and efficient systems, we operate with minimum staff. We changed to 'work-from-home' long before the lockdowns. Most work is done by each person from home. We are close to paperless. Visits to the office are mostly to collect supplies and to empty the mail box.

An opportunity exists for a self-motivated Administrator with a happy nature for this hands-on role. You'll be one of three people, each able to do most of the business functions but having primary responsibility for selected aspects. We envisage about 10 to 25 hours per week, over three or four days, but could be more or less by arrangement with others in the team. More hours would be expected when someone else is on leave, and fewer hours during the quiet months of December and January. The pay rate includes casual loading.

Your duties will include:

• Answer and handle incoming phone calls, faxes and emails, according to acquired skills & knowledge
• Deal with enquiries from the public before or after they purchase our orthotics
• Liaise with state distributors to book sites at shows & expos throughout Australia
• Process, pack & mail orders for retail & wholesale customers
• Visit the office in Kew East to pack and send large orders, top up personal stocks, receive international deliveries and empty the letterbox
• Use Outlook, Word, Excel, Access, Acrobat, Lens etc as required
• Use Saasu online accounting for sales, purchases, and inventory
• Designing and updating forms, stationery, promotional materials, advertisements.
• Quarterly email newsletter to our Medical Distributors.
• Receive and process orders for export customers.
• Purchase orthotics from our German associate company. These are shipped airfreight every few weeks.
• Make accounting entries and banking transactions for our German associate company.
• Receive deliveries from suppliers, at one of our addresses depending on who will be available at the time.
• General maintenance of the National Office when the Directors are away.
• Undertake bookkeeping tasks such as reconciliations as required
• Continuous updates of database records as information is received
• Contribute ideas and articles for our social marketing (web site, Facebook)
• Edit our website regularly to update lists of distributors and upcoming events

Your duties could include (according to your interest and aptitude):

• Deal with enquiries from doctors & therapists who may be current or potential distributors
• Assist at selected Melbourne shows with the presentation, fitting and selling of orthotics
• Visit doctors and therapists in metro Melbourne to recruit and train them as distributors
• Manage all payroll functions (wages, PAYG tax, superannuation, one touch payroll).
• Preparation of monthly and quarterly GST and IAS returns (BAS).

To be successful in this position you will need:

• Numerical, verbal, spatial and interpersonal intelligence, with a good dose of common sense
• Exceptional writing, spelling and grammar skills
• A good eye for detail, yet an ability to see the bigger picture
• Ability to work under pressure, with simultaneous tasks
• Excellent phone manner that inspires confidence in your knowledge and ability
• A patient and caring nature to assist clients
• Reasonable knowledge of computer hardware, connectivity, networks and WiFi
• Competence with Microsoft Word & Outlook, familiarity with Excel & Acrobat
• Experience in general business administration in a small office environment
• A great work ethic and a commitment to maintain our positive team culture

Your application will receive favourable attention if you:

• Live near Kew East, as the ability to 'drop in' for just a few minutes at short notice is essential
• Have skills in social media management
• Have an agile mind
• Value the flexible (school friendly) hours we offer
• Can work enthusiastically at home alone
• Believe in quid pro quo.

Please submit your Resume and Cover Letter outlining qualifications, experience and availability (days and hours).

Interviews commence Wednesday, September 17th and will close when we find the right person.

Phone enquiries will not be accepted. We do not require assistance from recruitment agencies.

In line with modern practice, we will contact only those applicants whom we wish to interview.