Sales Administrator

Calling all Admin Superstars! Join the IonOpticks Dream Team!

About Us

IonOpticks is an innovative company currently revolutionising chromatography and medical research following the successful commercialisation of its novel chromatography columns. Established in 2017, right here in Melbourne, our technology has rapidly enabled us to be the global leader in the manufacture of columns for LC-MS applications.

Does this sound like you?

The Sales Administrator is responsible for delivering timely and accurate support across the sales and logistics functions, ensuring a smooth and professional experience for both customers and internal teams. This role plays a key part in managing customer enquiries, processing orders, coordinating shipments, and maintaining accurate records to support operational efficiency.

Based in a newly established facility in inner city Melbourne, this role offers an excellent opportunity for an experienced administrator with strong organisational skills, a keen eye for detail, and the ability to manage competing priorities in a fast-paced environment. The incumbent must have a commitment to providing exceptional customer service, as well as a proactive and responsive approach to meeting customer needs and resolving issues effectively.

Key responsibilities

• Respond to incoming quote requests and general sales enquiries in a timely, professional manner
• Process orders accurately and coordinate with relevant teams to ensure efficient order fulfillment
• Generate and issue invoices to customers upon shipment
• Prepare and validate all necessary customs documentation for international shipments to ensure compliance and prompt clearance
• Book courier services, manage shipment schedules, and track delivery progress to ensure shipments are dispatched and delivered as per the estimated shipping date
• Liaise with logistics providers and internal stakeholders to address and resolve any shipping or customs-related issues
• Maintain and update customer and sales information across CRM, spreadsheets, and internal databases with high accuracy
• Ensure data integrity and support regular data clean-up initiatives
• Assist with the preparation of reports, sales presentations, and materials required for team meetings and projects
• Gather, organise, and compile data to support continuous improvement across sales and operations
• Provide administrative support to the wider IonOpticks team, as required

Key selection criteria

• Minimum 2 years’ experience in a sales administration, customer service, or logistics support role
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with both customers and colleagues
• Passionate about delivering excellent customer service, with a proactive and solution-focused mindset
• Friendly, engaging, and confident interpersonal skills, with the ability to build positive relationships
• Quick to learn new systems and processes, with a proactive and adaptable approach to change
• Able to work independently while also contributing effectively as part of a collaborative team
• Exceptional organisational and time management skills, with the ability to juggle competing priorities
• High attention to detail and a commitment to accuracy in all tasks
• Proficient in Microsoft Office (Word, Excel) and Google Workspace (Sheets, Docs, etc.)

Why IonOpticks?

• Our lean and rapidly growing team consists of high achievers, focused on developing new technologies in response to global market demand.
• Our people are our priority and we are committed to supporting the ongoing personal and professional development of our team members.
• We take pride in our culture that supports diversity and flexible working arrangements to ensure our team members continue to love doing what they do best.

How and where to apply

Let us know you’re keen to join our team by applying and sharing your CV and cover letter (don’t forget to tell us how you meet the key selection criteria in the cover letter!).