Documentation & Logistics Coordinator

Australian Optimal Recruitment; Sydney; On-site; AUD 80,000 - 95,000; Full time

Job summary

Australian Optimal Recruitment is assisting a client in Sydney to recruit an Export Documentation & Logistics Coordinator. The role involves coordinating export/import documentation, vessel bookings, and shipping instructions, while liaising with overseas suppliers and customers to ensure on-time dispatch.

The ideal candidate will have 3+ years in export documentation and international logistics, strong knowledge of LC and Incoterms, and excellent attention to detail.

Qualifications

• At least 3 years' experience in export documentation and international logistics.
• Strong knowledge of import/export procedures and shipping processes.
• Experience with Letters of Credit and Incoterms.
• Excellent attention to detail and accuracy in documentation.
• Strong written and verbal communication with clients, suppliers and freight forwarders.
• Proficient in MS Office (Outlook, Word, Excel).

Responsibilities

• Prepare contracts and maintain records in the contract management system.
• Coordinate vessel bookings and shipping arrangements with international lines and freight agents.
• Prepare/export documentation including Export Declarations and shipping instructions.
• Review supplier documents (invoices, packing lists, test certificates) for compliance.
• Identify and resolve discrepancies in shipping documents with suppliers and stakeholders.
• Coordinate dispatch of original shipping documents to clients and banks.
• Maintain shipping schedules and inventory records in the system.
• Process creditors' invoices and assist with logistics admin.
• Communicate professionally with clients, suppliers and forwarders.
• Provide administrative support to the logistics team.

Skills

Export documentation

International logistics

Letters of Credit

Incoterms

Documentation review

Communication

Microsoft Office

Attention to detail

Problem solving

Time management

Tools

MS Outlook

MS Word

MS Excel

Job description

Australian Optimal Recruitment – Sydney NSW

Full time, Permanent

2d ago , from Australian Optimal Recruitment

Our client is seeking an experienced Export Documentation & Logistics Coordinator to join their logistics team. This is an excellent opportunity for someone who understands the complexities of international trade and can confidently coordinate shipping documentation, liaise with overseas suppliers and customers, and ensure shipments progress smoothly from contract through to dispatch.

Working closely with the Managing Director, General Manager and Logistics Team Leader, you will coordinate the preparation and processing of import and export documentation, manage shipping arrangements and maintain accurate contract and inventory records.

Key Responsibilities

• Prepare new contracts and maintain accurate records within the company's contract management system.
• Coordinate vessel bookings and shipping arrangements with international shipping lines and freight agents.
• Prepare and manage import and export documentation, including Export Declarations, Letters of Credit and shipping instructions.
• Review supplier documentation, including commercial invoices, packing lists and Certificates of Analysis or Mill Test Certificates, ensuring compliance with contractual requirements.
• Identify and resolve discrepancies in shipping documentation by liaising with suppliers and internal stakeholders.
• Coordinate the preparation and dispatch of original shipping documents to clients and financial institutions.
• Maintain shipping schedules, inventory records and supplier and shipping agent details within the contract management system.
• Process creditors' invoices and assist with general logistics administration.
• Communicate professionally with clients, suppliers, shipping lines and freight forwarders to resolve enquiries promptly.
• Provide administrative support to the wider logistics team and assist with general office duties as required.

Skills/Attributes

• At least 3 years' experience in export documentation and international logistics.
• Strong knowledge of import/export procedures, international trade documentation and shipping processes.
• Experience working with Letters of Credit and an understanding of international trade terms, including Incoterms.
• Exceptional attention to detail and a high level of accuracy when reviewing and processing documentation.
• Strong written and verbal communication skills, with the confidence to liaise with clients, suppliers and freight companies.
• Sound Microsoft Office skills, particularly Outlook, Word and Excel.
• A proactive approach to problem-solving, with the ability to work independently while contributing positively to a team.
• Strong organisational skills and the ability to manage competing priorities in a deadline-driven environment.
• Must have PR or Citizenship to apply as this is a permanent full-time position