Administration Coordinator

Blackbook Executive; Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Blackbook Executive Pty is seeking an Accounts & Administration Coordinator in Melbourne to join a leading international freight forwarder. The role combines accounts support, customer service and general administration to help keep shipments moving.

You will handle inquiries from customers and suppliers, process invoices, and support daily freight forwarding operations. A proactive, detail-oriented approach and CargoWise experience are essential to succeed in this varied role.

Qualifications

• Experience in administration or customer service, preference for logistics/freight forwarding.
• Strong customer service skills with ability to handle customer and supplier enquiries.
• Proactive, detail-oriented with good organisation and ability to manage competing priorities.

Responsibilities

• Handle customer and supplier enquiries via phone and email with prompt, professional support.
• Assist with accounts payable/receivable, invoice processing, reconciliations and payment follow-ups.
• Process supplier invoices and ensure accurate data entry across internal systems.
• Follow up on outstanding payments and supplier queries.
• Provide admin support across daily freight forwarding operations, including documentation and data entry.
• Assist with customer quotes, bookings, and shipment enquiries, keeping customers updated on status/delays.
• Collaborate with internal teams to resolve queries and ensure smooth day-to-day operations.

Skills

Customer service

Administration

Organisational skills

Tools

CargoWise

Job description

The Company

Our client is a leading international freight forwarder, known for delivering seamless and tailored logistics solutions. With a strong presence in the market, they specialise in import and export operations, providing efficient and reliable service to their customers.
They are currently looking for a versatile Accounts & Administration Coordinator to join their team in a varied role combining accounts support, customer service and general administration.

The Role

• Manage customer and supplier enquiries via phone and email, providing prompt and professional support.
• Assist with accounts payable and receivable, including invoice processing, reconciliations and payment follow-ups.
• Process supplier invoices, check charges and ensure accurate data entry across internal systems.
• Follow up on outstanding payments, customer accounts and supplier queries.
• Provide administrative support across daily freight forwarding operations, including documentation and data entry.
• Assist with customer quotes, bookings and shipment enquiries, keeping customers updated on shipment status and potential delays.
• Work closely with internal teams to resolve queries and ensure smooth day-to-day operations.

About You

• Previous experience in administration or customer service role, within freight forwarding or logistics.
• CargoWise expereince is a must, or similar freight systems.
• Exposure to accounts payable and/or receivable, with an understanding of invoice processing and reconciliations.
• Strong customer service skills, with confidence managing both customer and supplier enquiries.
• High attention to detail and strong organisational skills, with the ability to manage competing priorities.
• A proactive and hands-on approach, with the ability to work collaboratively across a team.

What’s On Offer?

This is a great opportunity to join an established international freight forwarder in a varied role where you’ll gain exposure across accounts, administration and customer service. Based in Tullamarine, the position offers a competitive salary package and the opportunity to develop your skills within the freight forwarding industry.