Logistics and Administrative Coordinator

Position Overview: The Logistics and Administration Coordinator will be responsible for providing administrative support to the company's export operations. This role involves ensuring efficient and effective logistics processes, maintaining accurate records, and offering executive assistant support to the Chairman and Managing Director.

Key Responsibilities:

1. Logistics Support:
Assist in the coordination and management of export shipments, including booking transportation, preparing shipping documents, and ensuring compliance with international trade regulations. Liaise with freight forwarders, customs brokers, and other service providers to ensure timely and cost-effective delivery of goods.
Monitor and track shipments, resolving any issues that may arise during transit.
Ensure constant communication with growers, customers, and suppliers to ensure the safe travel of products.

2. Inventory and Supply Chain Support:
Maintain accurate inventory records and manage stock levels to ensure availability of products for export.
Coordinate with suppliers and growers to secure product supply and assess quality.
Conduct regular inventory audits and reconcile discrepancies.
Maintain awareness and provide regular updates on supply trends.

3. Administrative Support:
Provide administrative support to the export team, including preparing and processing purchase orders, invoices, and other trade-related documents.
Maintain and update records, databases, and filing systems.
Assist in the preparation of sales and marketing reports, forecasts, and presentations.
Ensure all relevant stakeholders, both internal and external, are updated with all relevant live and completed steps in the export process.

4. Customer and Supplier Relations:
Primarily provide internal administrative support with minimal interface with external stakeholders. On occasions that demand communication with external stakeholders, ensure that communication is positive, respectful, and in line with company requirements.
Collaborate with the sales team to ensure customer satisfaction and meet sales targets.
Nurture relationships with existing growers and identify, initiate, and develop new relationships.

5. Compliance and Quality Assurance:
Ensure compliance with all relevant international trade regulations and company policies.
Conduct quality assurance checks on products and shipments to ensure they meet required standards.
Manage and resolve any claims or disputes related to product quality or delivery.
Take all steps to ensure compliant conduct during the export process.

6. Team Contribution:
Collaborate with the export team to achieve company goals and objectives.
Participate in team meetings, workshops, and strategy development sessions.
Contribute to the continuous improvement of logistics and administrative processes.
Contribute to the development or enhancement of relevant processes and procedures for avoiding and resolving commercial issues.

7. Executive Assistant Support:
Provide executive assistant support to the Chairman and Managing Director, including managing their schedules, arranging meetings, and handling correspondence.
Assist with the preparation of reports, presentations, and other documents for the Chairman and Managing Director.
Coordinate travel arrangements and itineraries for the Chairman and Managing Director.
Handle confidential and sensitive information with discretion.

Qualifications and Skills:
At least 5-7 years of relevant working experience in logistics, supply chain management, or a related field.
Experience in logistics and administration, preferably in an export or trading environment.
Strong organizational and time management skills.
Excellent communication and interpersonal skills.
Proficiency in Microsoft Office / Microsoft Suite and logistics management software is a must.
Ability to work independently and as part of a team.
Attention to detail and problem-solving abilities.

Shift schedule: 8:00 AM - 5:00 PM AEST

PERKS:
Remote Work Setup (Philippines)
Company Laptop provided
HMO Coverage on Day 1, with free HMO dependent after 6 months
Paid Leaves with Unused Leave Conversion
Monthly Attendance Bonus
Annual Bonus
Monthly Prizes and Bonuses
Php 10k to 30k referral bonus