Administration / Logistics Assistant

Peninsula Personnel; Sydney; On-site; AUD 60,000 - 85,000; Full time

Job summary

Peninsula Personnel is seeking an Administration & Logistics Coordinator to support export operations by arranging sea, air or road transport and ensuring timely deliveries with accurate documentation. The role involves frequent communication with customers, suppliers and service providers via email, telephone and fax.

You will coordinate orders, monitor costs, arrange insurance, manage import/export permits, and keep records up to date while complying with company policies.

Qualifications

• Excellent communication with clients, suppliers and service providers.
• Strong organisational, planning and time management skills.
• Proactive problem-solving and attention to detail.

Responsibilities

• Provide support to the assigned Salesperson.
• Coordinate orders and manage logistics processes.
• Monitor logistics costs including freight.
• Arrange marine insurance for sea shipments.
• Organise courier services and freight bookings.
• Ensure compliance with company policies and controls.
• Maintain and update database records.
• Prepare SLI/Loading Advice for vessel and air freight forwarders.
• Track vessel schedules and issue bills of lading/invoices as needed.
• Cross-check supplier invoices against POs and RFPS.

Skills

Communication

Organisation

Problem solving

Attention to detail

Logistics knowledge

Job description

The Administration & Logistics Coordinator plays a key role in supporting export operations. This position is responsible for arranging transportation by sea, air, or road, ensuring timely deliveries while maintaining accurate documentation. The role requires extensive communication with customers, suppliers, and service providers via email, telephone, and fax.

Key Responsibilities

• Provide support to the assigned Salesperson.
• Coordinate orders with the Salesperson and manage logistics processes.
• Monitor and control logistics costs, including freight expenses.
• Conduct product checks and ensure quality standards.
• Arrange marine insurance for sea shipments.
• Organise courier services and freight bookings.
• Ensure compliance with company policies, procedures, and controls.
• Maintain and update database records as required.
• Obtain and manage up-to-date certificates from suppliers and plants.
• Prepare and complete SLI/Loading Advice for vessel and air freight forwarders.
• Track and monitor vessel and voyage schedules.
• Issue Bill of Lading Express Releases and original bills of lading/invoices as needed.
• Provide draft bills of lading and freight details to shippers/agents.
• Verify shipment weight and volume, updating commercial invoices accordingly.
• Maintain clear and proactive communication with customers, freight forwarders, and suppliers.
• Raise and process RFPS for air and sea shipments.
• Collaborate with other shipping departments as required.
• Handle export documentation and customer inquiries.
• Answer incoming calls and assist with general administrative tasks.
• Update stock on hand and SIP reports weekly.
• Ensure all documentation is accurate and completed within specified timeframes.
• Keep Salesperson informed of any order changes.
• Confirm orders with suppliers and book transportation.
• Arrange import permits and inspections/photos as needed before shipment.
• Distribute original documents to relevant parties and courier them if required.
• Cross-check supplier invoices against purchase orders and RFPS before forwarding them to Accounts.
• File and archive completed orders systematically.
• Take initiative in managing responsibilities, identifying process improvements, and ensuring efficiency.
• Perform additional duties as required.

Skills & Attributes

This role requires direct interaction with clients, third-party service providers, and internal teams. Therefore, strong communication skills and the ability to work collaboratively are essential. The ideal candidate should also demonstrate:

• Excellent organisational, planning, and time management skills.
• Strong problem-solving abilities.
• Good geographical knowledge to support logistics planning.
• Attention to detail and accuracy in documentation.
• Ability to work proactively and take initiative.