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We're hiring - Sales and Inventory Coordinator

Tue, Mar 15, 2022

Sales and Inventory Coordinator

Location: Broome, WA
Hours: Full-time
Reports to: CEO
Supervises: N/A, however note as a small collaborative team support for junior staff will be part of the role.
Salary: $65,000 to $75,000 per annum, plus superannuation (10%).  Salary will be negotiated with the successful applicant, commensurate with experience.

Benefits: 

  • 5 weeks annual leave per annum, plus 17.5% annual leave loading on base salary.
  • 1 extra public holiday day per year (Naidoc day off in July).
  • 12 month’s service bonus of $1000 before tax, pro rata full-time. 
  • Salary sacrifice packaging available at the discretion of the employee. Up to approximately $18550 of your before-tax salary may be salary sacrificed. See https://www.accesspay.com.au/. 

POSITION CONTEXT

Magabala Books has grown dramatically in recent years, and the Sales and Inventory Coordinator plays a vital logistics role within the organisation – ensuring we have efficient systems in place to track our books, and ensure we have stock where we need it, around Australia and overseas.  The role is responsible for handling Magabala direct sales (including local wholesale), managing stock and inventory movements, updating data on our website, local warehousing, logistics and freight.  The role is part of the Sales and Administration team, comprising the Administration Officer (retail and reception) and the Office Manager.

Magabala Books is Australia’s leading publisher of Indigenous voices, and winner of Small Publisher of the Year at the Australian Book Industry Awards 2020.  This is a great opportunity to join Magabala’s growing, dynamic team and to support and celebrate the work of Indigenous storytellers, writers and illustrators from around Australia. 

We are looking for someone who is energetic, with strong organisational and problem-solving skills.  Someone who is a practical multi-tasker, can learn and implement new systems (inventory and software).  The role requires someone who is physically fit, able to carry boxes up to 16 kilos each, and to safely move multiple boxes (one at a time) around our Blue Haze storage unit and moving stock between storage and our office.  Ideally the person will have experience in logistics, warehousing and/or inventory management.  They will work collaboratively as part of a small and busy, multi-disciplinary team.

ROLE AND RESPONSIBILITIES

1. Inventory Control and logistics:

  • Monitor and maintain Broome stock levels:
    • at offsite storage units (Blue Haze) and 
    • in the Magabala office, including for retail, and web orders
    • update website availability as required (including adding new titles).
    • Contribute to a review of OHS requirements and implement OHS systems at all sites.
    • Engage contractors as required to assist with local stock movements.
    • Receiving and accounting for stock in Broome.
    • Quarterly stocktake management – undertaking the stocktake and supervising other staff to assist, and associated reporting functions (providing stocktake data to bookkeeper in excel format or other as required);
    • Monitor stock levels at our warehouse in Sydney, and any overseas stocks. 
      • Liaise with our distributor and warehouse in Sydney (New South Books (NSB)/ Australian Distribution Service (ADS)) regarding stock movements and stock levels.
      • Identify and recommend stock transfers between warehouse locations and process stock transfer requests.
    • Regularly liaise with the Publisher and Marketing Manager to discuss national stock levels, recommend reprints as required, or to ensure there is appropriate stock for events, mailouts, or other priority occasions.
    • Regularly liaise with Accounts/Bookkeeping to bring stock on hand and monitor customs billing/arrival of stock onshore and printing invoices.
    • Contribute to a review of systems for inventory management.

2. Processing Magabala Direct Sales:
  • Invoice and dispatch Kimberley wholesale orders. Note may be capacity to delegate some tasks to the Administration Officer.
  • Direct all other wholesale enquiries to our distributor NewSouth Books (NSB);
  • Processing Kimberley school orders, but directing remainder to NSB;
  • Process bulk sales (direct sales to customers for high discount), including reviewing discounts offered, quoting, invoicing and dispatch.
  • Process other direct, non-web sales (eg. charities and Aboriginal Corporation customers).
  • Manage freight and postage systems, including researching and implementing new postal packaging materials and most cost-effective postage and freight methods;
  • Process and monitor publisher transfers – where we ask NSB to send books to customers on our behalf.
  • Handle sales enquiries. 
  • Using Xero accounting package to generate quotes and invoices, manage customer contacts.
3. Other:
  • As a part of the Sales and Administration team, backfill of other roles may be required from time to time.  For example:
    • Answering phone queries and being a first point of contact for suppliers, IT service providers, and contractors, or supporting retail functions.
    • Support marketing bulk mail-outs.
    • Office administration as required and as time allows.
    • Other duties as directed by the CEO.

EXPERIENCE/SKILLS (SELECTION CRITERIA)

  • Direct experience working with inventory systems and stock management.
  • Experience and interest in freight and logistics.
  • Experience working in an Aboriginal corporation.
  • High level customer service and/or stakeholder relationship management.
  • Excellent teamwork, with the ability to work as part of a small, multi-disciplinary team.
  • Self-motivated with the ability to work independently and with initiative.
  • Basic bookkeeping experience, or ability to learn basic bookkeeping and other new systems – knowledge of Xero would be an advantage.
  • Proficient in Microsoft Excel, Outlook and Office.
  • Ability to work to deadlines, including successfully prioritising and managing tasks.
  • Excellent problem-solving skills.
  • Organised, with a focus on accuracy and attention to detail.
  • Strong numeracy skills.
  • Practical multi-tasker who can coordinate other resources as required but will get the job done themselves when necessary.
  • Physical strength and fitness, including the ability to lift and transport boxes, up to 16 kilos each box.  This role involves physical activity, including lifting boxes of books, 1 box at a time, or moving multiple boxes using equipment such as trollies and within OHS guidelines. The warehouse at Blue Haze comprises 3 units full of boxes, some of which need to be accessed and transported between locations every week.

Note: this position does not have any publishing/editorial duties.

HOW TO APPLY

To apply, please email the documents in Word or PDF format following to 

Anna Moulton, email: ceo@magabala.com 

  1. an EOI of no more than 2 pages that tells us why your skills and experience make you the right person for the job; 
  2. your resume/CV;
  3. two professional referees.

Prior to submitting your application, we strongly encourage you to call the CEO, Anna Moulton on 0400 296 317 to discuss the role.

Aboriginal and/or Torres Strait Islander people are encouraged to apply.

APPLICATIONS CLOSE midnight, Sunday 27 March 2022