Administration Assistant

Hawk Logistics; Sydney; On-site; AUD 45,000 - 60,000; Full time

Job summary

Hawk Logistics in Australia is seeking an Administration Assistant to join a fast-paced logistics team. The role is on-site from 1:00pm to 9:00pm, Monday to Friday, supporting paperwork, bookings, and data entry into the TMS systems.

You will handle documentation, liaise with customers and drivers, and ensure accuracy and timely responses. This position offers growth within a dynamic, people‑focused company.

Qualifications

• Previous experience in an Administration within Transport and Logistics.
• Excellent verbal and written communication skills.
• Professional personal presentation.
• Customer Service oriented.
• Excellent organizational and time management skills.
• Attention to detail and a high level of accuracy.
• Able to work autonomously and as a team.
• Initiative and reliability.
• Intermediate to advanced MS Office including Excel.
• Experience with JAIX or Freight 2020 TMS systems desired.

Responsibilities

• Monday - Friday - 1:00pm to 9:00pm (on site role).
• Receiving and dispatching paperwork ensuring all the paperwork is being submitted daily.
• Uploading delivery paperwork into TMS and customer portals.
• Create customer bookings in TMS.
• Paperwork includes signed delivery paperwork, pickup paperwork and driver timesheets.
• Ensuring the submitted paperwork is complete and correct.
• Reconciling and chasing the missing paperwork.
• Keying in Pallet dockets in 2ic and raising the OFF dockets.
• Answering all NSW admin queries in a timely manner.
• Booking delivery and pick up timeslots where applicable
• Providing paperwork to Customers and internal team members when requested.
• Pallet docket amendments in 2ic as necessary, + notifying customers of discrepancies.
• Liaising with customers, drivers, cross dock & other admin staff.
• Maintaining a high level of data integrity.
• Scanning-Filing-processing paperwork daily and accurately.
• Actively engage with drivers to resolve the recurring issues.
• Proactive approach in identifying the admin gaps, issues and resolving them.

Skills

Administrative experience

MS Office (Excel)

Communication

Customer service

Attention to detail

Time management

Team player

Autonomy

Tools

JAIX

Freight 2020 TMS

Job description

Welcome to Hawk Logistics, a prominent leader in the logistics industry based in Melbourne, Victoria. With strategic depots across Adelaide, Griffith, Melbourne, Brisbane, and Sydney, our operations span nationally, enabling us to deliver exceptional service coast to coast.

As a dynamic, fast-paced, and team-driven enterprise, we pride ourselves on providing innovative solutions tailored to meet the diverse needs of our customers. Our commitment to innovation is matched by our rapid growth and a strong belief that our success is driven fundamentally by our people.

Today, we stand strong with over 500 dedicated employees and an enthusiastic management team deeply invested in harnessing technology to enhance our processes and operations. At Hawk Logistics, every team member is valued, and we are committed to fostering a supportive and inclusive environment where all can thrive.

Join us and be a part of a thriving company that puts its people at the heart of its success.

We currently have a full-time Administration Assistant position available. This opportunity offers the chance to join our dynamic team in a critical support role, with the possibility of future opportunities for the right candidate who demonstrates exceptional administrative skills and organisational ability.

Key Qualities of the Successful Candidate

Previous experience in an Administration within Transport and Logistics.

Excellent verbal and written communication skills.

Professional personal presentation.

Customer Service orientated.

Excellent organizational and time management skills.

Attention to detail and a high level of accuracy.

Able to work autonomously and as a team.

Initiative and reliability.

Intermediate to advanced computer skills with MS office, including Excel.

Experience with the JAIX or Freight 2020 TMS systems desired.

About the Role:

Monday - Friday - 1:00pm to 9:00pm (on site role)

Receiving and dispatching paperwork ensuring all the paperwork is being submitted daily.

Uploading delivery paperwork into TMS and customer portals

Create customer bookings in TMS

Paperwork includes signed delivery paperwork, pickup paperwork and driver timesheets.

Ensuring the submitted paperwork is complete and correct.

Reconciling and chasing the missing paperwork.

Keying in Pallet dockets in 2ic and raising the OFF dockets.

Answering all NSW admin queries in a timely manner.

Booking delivery and pick up timeslots where applicable

Providing paperwork to Customers and internal team members when requested.

Pallet docket amendments in 2ic as necessary, + notifying customers of discrepancies.

Liaising with customers, drivers, cross dock & other admin staff.

Maintaining a high level of data integrity.

Scanning-Filing-processing paperwork daily and accurately.

Actively engage with drivers to resolve the recurring issues.

Proactive approach in identifying the admin gaps, issues and resolving them.

What we can offer

If you have the above qualities, we can offer you:

An opportunity to grow and prosper within a successful business.

A friendly supportive team environment, with a terrific work culture.

Becoming part of a fast paced, growing and dynamic business.