Operations Coordinator: Client Service, Inventory and Projects.

Operations Coordinator (Client Service, Inventory and Projects)
Herd Solutions, Maffra | Permanent Part-Time or Job Share | School Hours

Help run a busy farm vet practice in the heart of Gippsland.

Herd Solutions is a small veterinary practice working only with sheep, beef and dairy farms across Gippsland. We’re growing, and we need capable, tech-savvy people to help the whole business run smoothly for our farmers and vets.

Why you’ll like working here

• Work that fits your life. 9am to 1:30pm, close to home, with afternoon hours possible as we grow.

• Autonomy to develop your expertise. You’ll have the freedom to shape your area and build on your strengths. Your input will be valued, and the practice will grow around what you bring.

• A friendly team. We take the work seriously, not ourselves. A good sense of humour and the ability to fit into a team are real assets here.

• Work that matters. Excellent client service means farmers get the products and information they need on time, which keeps farms and animals looked after.

• A varied day. You’ll work alongside vets and local farmers and see how a rural practice really runs.

• Room to grow. More hours and responsibility as the practice expands.

Pay and conditions

Permanent part-time starting at $36 to $45 an hour plus super and 4 weeks holiday, depending on experience. There’s the possibility of a rapid pay rise if you fit in well, and more hours if that makes a difference to you.

The role

This could be one person working five days a week, or two people sharing it: one focused on client service and inventory, and one on logistics and projects. If both aren’t your strengths, please still apply and tell us which suits you. Either way, the job is about helping the whole practice work well, so we all pitch in where needed.

Client service and inventory

• Answering phones and emails and making sure clients get the products and service they need on time

• Keeping client records accurate in our practice management system

• Stock control, ordering, stocktakes, expiry and batch tracking, and managing suppliers

• Invoicing and charging queries, with stock and accounts support as you settle in

Logistics and projects

• Coordinating farmer discussion groups and farm projects, including venues, invitations, RSVPs, attendance and follow-up

• Excel tracking of schedules, participants and project data

• Social media, posters and flyers for farmer events

• Occasional on-farm work

Shared across the team

• Booking and managing farm visits so the vet’s day flows smoothly

• Practical tasks such as cleaning, sterilising and restocking vet equipment and vehicles, plus some basic lab work

• Shopfront reception, though as we travel to most of our clients this is only a small part of the role

What to expect

You’ll run your own area and use your own judgement, working within the practice’s protocols. Vets deal with emergencies, so plans change. When that happens, you may need to drop what you’re doing to help reschedule visits and keep everyone on track. Your own hours stay the same.

About you

• Self-directed and able to manage your own workload, with respect for established procedures

• An enthusiastic, easy to get on with team player who steps up when plans change

• Tech-savvy and keen to adopt new systems

• Experience with a practice management or customer management system (familiarity with Xero or similar accounting software is a plus)

• Excellent attention to detail and accurate data entry, meeting deadlines and seeing tasks through

• Able to organise multiple activities and priorities effectively

• Honest and trustworthy

• A good understanding of farming, ideally from a farming background

• Current driver’s licence

Start date

Mid to late November, or earlier if you’re available.

How to apply

Applications are by phone only. Call 0466 083 973 and leave a message with your name, your number, which stream you’re applying for, and your answers to the 5 questions on our message bank. Please don’t send a written application or CV at this stage.

Perhaps now is not the right time. But you know someone else who might be the perfect fit who you can connect us with. We will pay you $500 if you refer us the person who we employ. Either send them this ad or fill in this brief form, and we’ll contact them: https://forms.gle/VxMTS7eDNZVwTMBw6