About Us
Marvell Lubricants Pty Ltd, operating through Oila – Oil and Grease Centre, is an Australian supplier of automotive and industrial oils, lubricants, greases, coolants, AdBlue and related products.
We supply automotive workshops, transport operators, industrial businesses, retail customers and commercial customers throughout Australia.
We are seeking a reliable, organised and customer-focused person to join our Bayswater team as a Customer Service and Sales Administration Officer.
About the Role
This is an office and retail-based position involving customer service, telephone enquiries, sales processing, payment recording and day-to-day management of the shop.
The successful applicant will be responsible for answering incoming calls, assisting customers with product enquiries, processing sales orders, recording sales and payments in Xero, serving walk-in customers and ensuring the shop remains organised and presentable.
This role is suitable for someone who is confident dealing with customers, comfortable using accounting and sales software, and capable of managing several administrative tasks throughout the day.
Key Responsibilities
The main responsibilities of the role include:
- Answering incoming telephone calls professionally and promptly
- Responding to customer questions regarding products, pricing, availability and delivery
- Assisting customers in selecting suitable products
- Processing telephone, email, online and walk-in sales orders
- Preparing sales invoices, quotations and receipts
- Entering sales transactions accurately into Xero
- Recording and allocating customer payments in Xero
- Checking outstanding invoices and following up customer payments when required
- Processing EFTPOS, cash, bank transfer and other customer payments
- Reconciling payments against sales invoices
- Sending invoices, statements and receipts to customers
- Assisting with online orders received through the company website
- Coordinating orders with warehouse and delivery staff
- Checking product availability before confirming customer orders
- Serving customers who visit the shop
- Preparing customer orders for collection
- Maintaining a clean, organised and professional shop environment
- Restocking shelves and arranging product displays
- Ensuring product pricing and labels are accurate
- Monitoring shop stock and advising management when products require replenishment
- Handling customer complaints and enquiries professionally
- Maintaining accurate customer records
- Entering and updating customer details in company systems
- Assisting with general office administration
- Filing invoices, receipts and sales documents
- Supporting management and other team members when required
Customer Service Responsibilities
The successful applicant will be expected to provide friendly, accurate and professional service to all customers.
This includes:
- Greeting walk-in customers
- Understanding customer requirements
- Providing accurate product and pricing information
- Directing technical enquiries to the appropriate staff member when necessary
- Following up quotations and customer enquiries
- Keeping customers informed about order availability and delivery times
- Resolving minor customer service issues
- Maintaining a professional and helpful attitude at all times
Xero and Sales Administration Duties
A major part of the role will involve entering and maintaining accurate financial and sales records.
Duties may include:
- Creating customer invoices in Xero
- Entering customer payments
- Allocating payments to the correct invoices
- Checking customer account balances
- Processing credit notes when authorised
- Sending customer statements
- Checking overdue accounts
- Recording cash and EFTPOS sales
- Assisting with bank reconciliation information
- Maintaining accurate sales records
- Reporting payment discrepancies to management
- Ensuring transactions are entered correctly and promptly
Previous experience using Xero is highly desirable. Training may be provided to applicants with strong administrative and accounting software experience.
About You
The ideal applicant will be:
- Friendly, polite and confident when speaking with customers
- Professional when answering telephone calls
- Organised and detail-oriented
- Reliable and punctual
- Comfortable processing sales and payments
- Able to enter financial information accurately
- Capable of working independently
- Able to manage several tasks at the same time
- Comfortable working in both an office and retail shop environment
- Willing to learn about automotive and industrial lubricant products
- Able to communicate clearly by telephone, email and in person
- Honest and responsible when handling payments and financial information
Skills and Experience
The following skills and experience will be highly regarded:
- Previous customer service experience
- Retail sales experience
- Office administration experience
- Experience using Xero
- Experience preparing invoices and recording payments
- Experience processing customer orders
- Basic bookkeeping knowledge
- Experience with EFTPOS and cash handling
- Strong computer and data-entry skills
- Experience using Microsoft Outlook, Word and Excel
- Experience with e-commerce or online order processing
- Knowledge of automotive products, oils or lubricants
Previous experience in the lubricant industry is not essential, as product training will be provided.
Essential Requirements
Applicants must have:
- Strong written and verbal English communication skills
- Good computer and data-entry skills
- The ability to work from our Bayswater location
- Australian working rights
- A professional and customer-focused attitude
- Good attention to detail
- The ability to handle customer and financial information confidentially
What We Offer
We offer:
- A stable position with an established Australian business
- A friendly and supportive working environment
- Product and system training
- Varied customer service and administration responsibilities
- Opportunities to develop experience in sales administration, Xero and business operations
- Potential for increased hours and responsibilities based on performance
- Staff discounts on selected products
How to Apply
Please submit your current résumé together with a short cover letter explaining your relevant customer service, retail, administration or Xero experience.
Please include your availability and preferred working days in your application.
Only shortlisted applicants will be contacted for an interview.
Pay: $57,000.00 – $80,000.00 per year
Benefits:
Work Location: In person
