Export Logistics & Administrative Coordinator (Fresh Produce) - REMOTE

Client overview:

Is an Australian family-owned company specializing in the export of fresh produce, working closely with local growers to meet the rising international demand. Their services cover logistics, inventory management, and supply chain coordination to ensure timely and fresh delivery to global markets.  Ensures the efficient export of quality Australian fresh produce such as fruits and vegetables to international markets.

Main responsibilities:
1. Maintain and manage accurate registers of claims and sales records.
2. Reconcile supplier invoices against forecasted cost of sales to prevent overbilling.
3. Coordinate and book transportation arrangements for shipments.
4. Prepare complete logistics documentation for executed sales transactions.
5. Oversee and approve freight forwarder (FF) logistics execution to ensure timely and efficient delivery.
6. Manage and update freight forwarder rate sheets and pricing calculator spreadsheets.
6. Perform various Excel-based analyses and tasks to support value-added decision-making.
7 Schedule and coordinate domestic and international travel arrangements as needed.

Other 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. 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.

3. 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.

4. 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.

5. 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.

Qualifications and Skills:

Advanced proficiency in Microsoft Excel, including complex formulas, pivot tables, data analysis, and reporting.
Previous experience in the fresh produce industry or related sectors, with a strong understanding of industry-specific logistics and handling requirements.
Excellent verbal and written communication skills, with the ability to confidently engage with Australian stakeholders via phone and email.
Flexibility and responsiveness, with a willingness to monitor and respond to time-sensitive logistics events outside standard office hours, including weekends.
High level of attention to detail, with a strong focus on accuracy and completeness in documentation and reporting.

Shift schedule: 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