Executive Office Administrator

About Healthyroo

Healthyroo is a dynamic Australian company specializing in health and wellness, offering manufacturing services and products based in Sydney with clients worldwide. The company handles product development, manufacturing, sales, marketing, quality assurance, warehousing, and logistics to deliver outstanding service to its customers and partners.

Role Overview

The Executive Office Administrator will be responsible for supporting daily administrative tasks within Healthyroo's operations, located in Greater Western Sydney. The role demands excellent organizational skills to ensure smooth office function, accurate record-keeping, and efficient communication among customers, suppliers, production staff, and management.

Core Responsibilities

• Handling incoming communications such as phone calls, emails, and business inquiries.
• Generating quotations, purchase orders, invoices, and various customer-related documentation.
• Maintaining digital filing systems and updating customer records and administrative databases.
• Assisting order processing, coordinating manufacturing projects, and delivery schedules.
• Liaising with suppliers to manage ingredients, packaging, pricing, and delivery timelines.
• Supporting production schedules by ensuring appropriate documentation is prepared ahead of manufacturing.
• Coordinating shipment logistics including freight and courier services for domestic and international deliveries.
• Managing office supplies, stock records, and equipment needs.
• Preparing detailed reports, spreadsheets, presentations, and minutes from meetings.
• Organizing meetings and maintaining executive calendars.
• Supporting onboarding of new manufacturing clients by collecting product, packaging, artwork, and compliance details.
• Assisting quality and manufacturing teams with specifications, certificates, batch records, and related documents.
• Following up with internal and external stakeholders on outstanding tasks.
• Monitoring social media, market trends, competitor strategies, and new product categories relevant to health and wellness.
• Assisting basic social media planning, content coordination, and marketing administrative tasks.
• Conducting research into new ingredients, products, brands, and developments in the holistic health sector.
• Supporting events, trade shows, projects, and business travel arrangements.
• Maintaining confidentiality and ensuring professional, efficient operation of the office.

Candidate Profile and Requirements

• Availability to work from the Greater Western Sydney office location.
• A solid educational foundation, preferably with tertiary qualifications in business, marketing, health sciences, nutrition, communications, or related disciplines.
• Prior experience in office administration, customer service, operations support, or marketing administration.
• Demonstrated genuine interest and knowledge in health, wellness, nutrition, and holistic health.
• Strong familiarity with social media platforms, digital content, and current consumer trends.
• Adept at identifying emerging trends in supplements, functional foods, wellness goods, and lifestyle brands.
• Excellent organizational skills and time management capabilities.
• Strong verbal and written communication proficiency.
• High attention to detail with comfort handling numeric data, documents, and spreadsheets.
• Proficiency in tools like Microsoft Office (Word, Excel) and Google Workspace (Gmail, Drive).
• Ability to prepare professional emails, quotations, reports, and customer documentation.
• Confident in interactions with customers, suppliers, and internal teams.
• Competent in researching new products, ingredients, and market categories independently.
• Experience managing multiple priorities and following up tasks proactively without direct supervision.
• Background in food manufacturing, supplements, consumer goods, logistics, or e-commerce is an advantage.
• Experience with social media coordination, Canva, content planning, or digital marketing will be beneficial.

Personal Traits

• Intelligent, inquisitive, and business-minded.
• Passionate about health, wellness, and holistic living.
• Highly organized, dependable, and detail-focused.
• Comfortable and confident with social media and current market trends.
• Professional and approachable in dealings with clients and suppliers.
• Proactive mindset with a preference for anticipatory action over reaction.
• Ability to thrive in a fast-paced and growth-oriented environment.
• Willingness to ask pertinent questions and follow up effectively.
• Self-motivated but also able to contribute positively to team efforts.
• Eager to develop within the company and take on increasing responsibility over time.