EA Office Administration

Job Description

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Full-Time | Greater Sydney Area | On-Site

About iProcure \n

Executive & Internal Sales Coordinator

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Full-Time | Greater Sydney Area | On-Site

About iProcure \n

iProcure is a leading Australian packaging and procurement solutions provider, servicing the food manufacturing, fresh produce, bakery, meat and seafood industries across Australia.

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We work as an extension of our customers' businesses, helping them source, develop and deliver packaging and supply solutions that improve cost, efficiency and market outcomes.

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More than simply supplying packaging, we work closely with customers and suppliers to develop ideas, solve problems and bring practical packaging solutions to life.

The Opportunity \n

We are looking for an organised, proactive and commercially minded Executive & Internal Sales Coordinator to become a key member of the iProcure team.

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This is a genuine hybrid role, combining Executive Assistant and Office Administration responsibilities with Internal Sales support.

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Approximately half of the role will focus on supporting the Business Owner and ensuring the office and broader business administration runs efficiently.

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The other half will focus on supporting the Internal Sales function and Business Development Managers with customer enquiries, quotations, samples, orders, supplier coordination and sales administration.

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You will sit at the centre of the business, working across management, sales, customers, suppliers and transport providers to make sure information flows, actions are followed up and the team is well supported.

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This is an ideal opportunity for someone who enjoys variety, responsibility and being the person people rely on to keep things moving.

Key Responsibilities Executive Assistant & Office Administration \n

Approximately 50% of the role will focus on supporting the Business Owner and coordinating the day-to-day administration of the business.

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Responsibilities will include:

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• Providing day-to-day executive support to the Business Owner
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• Managing calendars, meetings, appointments and scheduling
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• Coordinating travel and accommodation where required
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• Preparing correspondence, reports, documents and presentations
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• Preparing and reconciling expense reports
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• Coordinating meeting notes, actions and follow-ups
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• Managing internal and external correspondence
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• Maintaining business files, records and documentation
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• Assisting with general office administration and operational requirements
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• Coordinating office supplies and service providers where required
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• Supporting management with business projects and new initiatives
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• Assisting with internal communication and coordination between departments
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• Maintaining confidentiality around sensitive and commercially important information
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• Helping ensure the office and broader business operates efficiently each day
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Internal Sales & Customer Support \n

Approximately 50% of the role will focus on supporting the Internal Sales function, Business Development Managers and customers.

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Responsibilities will include:

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• Supporting Internal Sales and Business Development Managers with day-to-day sales administration
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• Preparing customer quotations, proposals and sales documentation
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• Managing incoming customer enquiries via phone and email
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• Coordinating pricing requests and internal sales follow‑up
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• Processing and monitoring customer orders
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• Coordinating product samples, specifications and supporting documentation
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• Following up quotations, samples and outstanding customer actions
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• Assisting BDMs with preparation for customer meetings
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• Scheduling customer appointments and sales meetings
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• Maintaining accurate customer, pricing and sales records
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• Providing customers with order and delivery updates
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• Coordinating communication between customers, suppliers and the sales team
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• Helping resolve customer, product and delivery enquiries
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• Ensuring customer requests are followed through from enquiry to completion
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Supplier, Purchasing & Logistics Support \n

As part of the Internal Sales function, you will also help coordinate the supplier and logistics activity required to deliver customer orders.

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This may include:

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• Processing purchase orders and associated documentation
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• Communicating with suppliers regarding pricing, orders, production and delivery
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• Coordinating freight and transport with external providers
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• Monitoring deliveries and following up delays or issues
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• Liaising between suppliers, customers, transport providers and internal departments
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• Coordinating product samples and supplier information
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• Assisting with inventory and sample management
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• Maintaining accurate supplier and purchasing records
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Internal Team Support \n

A key part of the role will be helping different parts of the business work effectively together.

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You will:

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• Act as a central point of support across Management, Internal Sales and Business Development
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• Assist team members with information, documentation and follow‑up
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• Coordinate actions between internal departments
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• Keep outstanding tasks visible and moving
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• Help maintain accurate and accessible business information
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• Support new customer and product onboarding
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• Assist with business improvement projects and new systems
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• Identify opportunities to improve administrative and sales processes
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About You \n

You will suit this role if you enjoy variety and are equally comfortable providing executive support, organising the office and assisting a sales team.

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You are someone who can move from managing the Business Owner's diary to preparing a customer quotation, coordinating a sample, following up a supplier and ensuring an important meeting action has been completed.

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Ideally, you will bring:

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• Experience in executive assistance, office administration, internal sales, sales administration or customer service
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• Strong organisational and time‑management skills
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• Excellent written and verbal communication
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• Strong attention to detail
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• The ability to manage multiple priorities and competing deadlines
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• Confidence communicating with customers, suppliers, management and internal team members
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• Strong Microsoft Outlook, Word and Excel skills
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• Experience preparing quotations, purchase orders or commercial documentation
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• A proactive attitude and willingness to take ownership
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• Strong follow‑up skills and the ability to see tasks through to completion
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• The ability to work independently while supporting a collaborative team
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• Sound judgement and discretion when dealing with confidential information
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Experience within packaging, manufacturing, logistics, procurement or another B2B environment would be highly regarded but is not essential.

What We're Looking For \n

We are looking for someone who can genuinely operate across both sides of this role.

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Someone organised enough to provide strong executive and administrative support, but commercially aware enough to understand the urgency of a customer request or sales opportunity.

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Someone who doesn't simply pass information on, but follows it through.

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Someone who enjoys supporting people and takes pride in making the team around them more effective.

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• For the right person, this is an opportunity to become an important part of iProcure and gain broad exposure across executive support, internal sales, procurement, customer service and business operations.
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