Logistics Service Administrator

Position overview

Location: Philippines remote (work from home). Region focus: Australia. Hours of work: As per the agreement.

Position objective

The primary aim of this role is to provide high-quality customer service and administrative functions that facilitate effective site operations. This role bridges the gap between site operations, external providers, and customers through administrative precision and concise communication. While the duties are comprehensive, they may evolve based on business needs, and the employee is expected to undertake additional tasks as directed by management.

Key responsibilities

1. Export coordination

• Liaise with and coordinate transport for export shipments.
• Compile daily operations reports on outbound/export activities.
• Manage export container allocation, movements, and rail bookings.
• Generate picking slips and coordinate with the warehouse for dispatch.
• Track shipment cut-offs and ETDs using vessel finders and port authority data.
• Ensure all export orders are accurately completed and closed in the system.

2. Import coordination

• Create and manage booking requests for inbound shipments.
• Enter pre-alerts and import details into systems (e.g., AS400/CargoWise).
• Coordinate shipment arrivals with the warehouse and arrange quarantine as required.
• Track inbound container movements and confirm ETAs with port authorities.
• Adjust product entries for imports as necessary.

3. Operations scheduling

• Arrange daily inbound and outbound transport scheduling for efficiency.
• Generate situational reports covering logistics scheduling.
• Oversee the transfer of goods within warehouse systems and manage pallet allocation.
• Work closely with operational priorities to ensure resources are allocated appropriately.
• Monitor performance metrics and KPIs to track scheduling efficiency.

4. Administration & finance

• Oversee front desk and gatehouse operations, including driver check-ins and visitor PPE compliance.
• Support administrative functions by managing shipment records and key registers.
• Assist with invoice management, including purchase orders, coding site consumables, and basic invoice creation.
• Generate container invoices for exports and adhere to periodic billing cycles.
• Investigate and resolve discrepancies related to customer invoices.
• Assist in required stocktakes within the warehouse systems.

5. Quality assurance & compliance

• Ensure all system data is accurate, complete, and follows company policies.
• Verify orders, invoices, and customer records for errors before finalizing.
• Follow system workflows to ensure regulatory and internal compliance.
• Identify and report any data discrepancies or issues immediately.

6. Customer service

• Develop and maintain positive relationships with customers and suppliers.
• Understand customer service agreements and seek opportunities to improve service performance.
• Assist Sales and Customer Service teams with IT solutions for customers when required.

7. Work health & safety (WHS)

• Comply with all WHS policies, procedures, and verbal or written instructions.
• Take reasonable care for own health and safety and that of others.
• Report all workplace hazards, incidents, or injuries to supervisors immediately.
• Participate in all nominated training programs and adhere to PPE requirements.

Competencies & skills

• Technical: Computer literacy, strong Microsoft Office skills, and technical proficiency in logistics software.
• Communication: Excellent interpersonal skills with the ability to communicate across all levels of the organization.
• Operational: Strong attention to detail, time management, problem-solving, and the ability to prioritize tasks.
• Interpersonal: Ability to work as a team player and handle complaints effectively.
• Compliance: Understanding of import/export requirements and general WHS standards.

Key selection criteria

• Ability to provide high levels of customer service.
• Excellent interpersonal skills with the ability to communicate with all levels of the organization.
• Required experience using CargoWise.
• Proven ability to adapt to new systems and processes.
• Strong attention to detail and problem-solving skills.
• Advanced proficiency in Microsoft Office.

Key performance indicators (KPIs)

• Positive stakeholder feedback across all functional areas.
• High level of data accuracy and minimal rework or corrections.
• Full compliance with service level agreements (SLAs).
• 100% completion of mandatory compliance training.
• Consistent use of correct processes and workflows.