Administration & Operations Officer

Job Title: Administration & Operations Officer

Location: Penrith, NSW

Employment Type: Full-Time, Monday to Friday, 5:00am – 2:30pm

About Us:Ribs and Roast was founded by the amalgamation of The Butcher & The Chef. Together, our directors Paul O'Shea (The Butcher) and Tony Italiano (The Chef) mastered the coming together of fresh meat and the science of cooking and, as a result, now offer a range of niche sous vide products.

Here at Ribs & Roast, everything we do comes down to one simple but powerful word: CARE. It's the heart of our business and is supported by our four pillars of belief — Food Safety, Food Quality, Customers, and Each Other. These values guide how we work with our team, partners, and customers every day.

Position Overview

We're seeking a detail-oriented and highly organised Administration & Operations Officer to join our operations team at Ribs & Roast. This hands-on role supports the end-to-end supply chain process, combining general administrative duties with logistics coordination, inventory control, and purchase order management. You will be joining a collaborative team that share responsibility for managing day-to-day supply chain activities whilst working closely with production, sales, outlet, and supplier teams.

This is a hands-on position that requires excellent organisational skills, clear communication, and a proactive approach to problem-solving. If you thrive in a fast-paced, team-based environment and enjoy contributing to the success of cross-functional operations, this is the role for you.

Key Responsibilities

Administrative Support

• Manage day-to-day office tasks, including data entry, filing, document management, and record keeping.
• Enter customer purchase orders, process invoices and prepare delivery documentation
• Greet and assist visitors, customers, and delivery drivers at the premises.
• Answer incoming calls and direct queries professionally and efficiently.
• Maintain compliance documentation, checklists, and administrative reporting.

Purchasing & Supplier Coordination

• Process approved purchase order requests from production, sales, outlet, and management teams.
• Create and issue purchase orders in MYOB, ensuring accuracy in pricing, quantity, codes, and delivery details.
• Communicate with suppliers to confirm orders and manage updates or changes.
• Track outstanding orders and follow up on confirmations, discrepancies, and delays.

Logistics & Deliveries

• Coordinate incoming and outgoing deliveries, ensuring goods are received accurately and on time.
• Prepare and manage delivery documentation, including consignment notes, pallet labels, and HACCP entries.
• Support the inspection and receiving process (weights, temperatures, product checks) and manage rejected deliveries per SOP procedures.

Inventory & Stock Coordination

• Monitor stock levels across production, outlet, and dry goods areas.
• Support regular and monthly stocktakes, including data entry and reconciliation.
• Record incoming goods into the HACCP system with appropriate documentation and photos.
• Assist with new product setup, GL coding, and tracking of traded meat and internal stock transfers.

Finance & Invoice Matching

• Match supplier invoices with POs and delivery documents for accounts processing.
• Communicate any discrepancies with suppliers and internal teams for resolution.
• Assist with month-end reconciliations by ensuring all incoming records and invoices are finalised and up to date.

Skills & Experience

• Prior experience in administration, logistics, supply chain, or purchasing roles.
• Strong organisational skills with high attention to detail.
• Excellent verbal and written communication skills.
• Confident in handling multiple tasks, deadlines, and stakeholders.
• Proficient in Microsoft Office Suite (Excel, Outlook, Word).
• Experience with inventory systems such as MYOB and BossQI (desirable).
• Familiarity with HACCP procedures or willingness to learn.
• Ability to work both independently and collaboratively in a fast-paced team.

What We Offer

• Early start and early finish, giving you more time to enjoy your afternoons.
• Supportive, collaborative, and team-focused work environment.

• Varied and engaging role that touches multiple parts of the business.

• Opportunities for learning and growth in supply chain and operations.

• Comprehensive on-the-job training to support your role and professional growth.

• Stable, full-time position with consistent weekday hours.
• Access to a well-equipped staff kitchen, including tea, coffee, and a selection of complimentary food options.