Admin & Customer Service Coordinator
Gianyar,
BA,
Indonesia
FULL-TIME | ON-SITE | PERMANENT | START IMMEDIATELY
We are looking for a highly organised, reliable, and proactive Admin & Customer Service Coordinator to help keep our day-to-day operations running smoothly.
This role is responsible for monitoring customer communications (on WhatsApp, e-commerce, social media), processing orders, coordinating routine admin tasks such as invoicing, reporting and purchasing, and helping ensure the business stays organised and responsive. The successful candidate will be detail-oriented, calm under pressure, confident communicating in English, and able to manage multiple small tasks accurately and consistently.
This is a hands-on role for someone who enjoys keeping things in order, interacting directly with customers, and making sure nothing gets missed.
Essential
- 2+ years of relevant experience in customer service or sales admin
- Excellent written and spoken English
- Excellent customer service
- Comfortable using computers and digital systems for admin work
- Reliable, consistent, and able to work without close supervision
Preferred
- Experience using Odoo or another ERP/inventory/order management system
- Experience handling invoices, purchase orders, or payment records
- Experience managing a petty cash box
- Able to manage multiple tasks and priorities during the day
- An understanding of veganism and plant-based lifestyles
Skills
- WhatsApp Business Tools (including sending broadcasts, creating quick replies, labelling chats for organisation)
- Google Sheets & Google Drive
- Task/Project Management software
- Experience with ERP Software (ideally Odoo)
Main responsibilities
Customer service and communication
- Monitor and respond to WhatsApp messages from customers in a professional and timely way
- Handle customer questions, order requests, and basic complaints
- Collect missing information needed to process orders correctly
- Escalate more serious customer issues when needed
Order processing and sales admin
- Enter customer orders accurately into ERP system.
- Make sure orders follow company rules on delivery, payment, minimums, and other sales conditions
- Coordinate delivery details with the logistics/delivery team
- Register invoice payments in the system
- Follow up on unpaid invoices and overdue payments
Purchasing and supplier admin
- Create purchase orders for raw materials and other items that need restocking
- Coordinate routine purchasing with suppliers
- Prepare bill payments via online banking
- Register supplier bill payments in Odoo
- Support occasional supplier research when needed
Consignment and reporting admin
- Request stock counts and information from consignment partners
- Help prepare monthly invoices and reports
- Follow up on discrepancies in stock or sales records
- Maintain accurate records of consignment transfers
Shop, POS, and cash handling
- Staff the shop during opening hours
- Process POS transactions accurately
- Maintain and reconcile petty cash records
- Ensure the front-of-house/admin area stays organised
General administration and coordination
- Keep records accurate and up to date
- Support routine business administration tasks
- Follow up on outstanding tasks and make sure they are completed
- Help maintain an organised daily workflow across admin activities
Learn about TreeNut Cheezery
Job Specification
This role begins with a 1-year probationary contract. At the end of the probation period, performance and fit will be reviewed, and the contract may then be extended or converted to a permanent position.
Position Type
This is a full-time position. Starting on a 1 year probationary contract, moving to a permanent position.
Location
This is an on-site position, with no scope for remote working.
The location is at our factory in Kengetan, South Ubud.
Working Schedule
Monday to Friday
8am - 4:30pm
Salary
4-5.000.000 per month, depending on experience. Paid twice-monthly.
BPJS Kes & TK
Provided after the probationary period.
Cuti
1 day per month, accrued through working time.
