Import Administrator, Customer Service & Order Entry

World Mode Australia Pty Ltd; Sydney; On-site; AUD 60,000 - 90,000; Full time

Job summary

World Mode Australia Pty Ltd is seeking an Import Administrator to support order processing, inventory control and customer service. The role focuses on data entry and accurate sales order processing with close coordination with suppliers and 3PL warehouses.

You will handle inventory management, shipment coordination, and stock reconciliation, ensuring accurate records and timely updates. Strong Excel skills are essential for daily operations and reporting in a fast-paced environment.

Qualifications

• Strong Excel skills are essential and will be the primary selection criterion.
• Organised and detail-oriented Import Administrator to support order processing, inventory control, stock management and customer service.

Responsibilities

• Shipment coordination with suppliers and management of shipping schedules.
• Enter and check customer sales orders in the system; provide strong customer service.
• Process stock receipts and manage COGS and freight costs.
• Monitor inventory levels, track ETAs and stock transfers; manage stock adjustments and returns.
• Coordinate with 3PL warehouses and prepare damage reports; assist with stocktakes twice a year.

Skills

Excel proficiency

Data entry accuracy

Job description

Import Administrator, Customer Service & Order Entry

Employment Type: Full-time, Fixed-Term Contract, 12 Months

Contract Period: January 2027 to December 2027

Working Hours: Monday to Friday, 9:00 AM to 5:00 PM

Location: Sydney

About the Company

Our client is the Australian business of a well-established Japanese food brand. The company markets a range of food products across Australia and the wider Oceania region.

About the Role

We are seeking an organised and detail-oriented Import Administrator to support order processing, inventory control, stock management and customer service operations.

The position focuses primarily on data entry, sales order processing, inventory management and coordination with suppliers and warehouse partners. The role also involves communicating with multiple third-party logistics (3PL) warehouses to support order fulfilment and stock management.

Strong Excel skills are essential and will be the most important selection criterion for this position. We are looking for a reliable team player with a high level of accuracy and attention to detail.

Please note: This is a 12-month fixed-term contract commencing in January 2027 and ending in December 2027.

Key Responsibilities

1. Shipment Coordination

• Communicate with suppliers and manage shipping schedules.
• Update and report on goods in transit.
• Maintain the month-end goods-in-transit (GIT) list.

2. Customer Service and Sales Order

• Provide Strong customer service experiences as required.
• Enter customer sales orders into the system.
• Check sales orders for accuracy.

3. Stock Receiving and Cost Management

• Sort and process ocean freight invoices.
• Calculate costs.
• Process stock receipts, including COGS and freight costs.

4. Inventory Control

• Follow up on stock arrival dates and ETAs for direct orders.
• Obtain arrival notices from the import freight company.
• Manage short shipments, provide shipping instructions, notify customers, trace proof of delivery (POD), and maintain order records for WWL, Coles and Costco orders.
• Monitor stock transfers and remaining stock levels.
• Process stock adjustments.
• Prepare damage reports for shipments received at the import freight company's facility.
• Manage returned stock from local orders.
• Process warehouse invoices.
• Handle Certificates of Analysis (COA) and Food Import Compliance Agreements (FICA) when required.
• Assist with stock reconciliation.
• Coordinate stocktakes twice a year, in March and October.

5. Other Responsibilities

• Announce temporary warehouse closures at the end of the year.
• Assist with ad hoc projects as requested by the manager.

Skills and Experience

• Strong Excel skills are essential and will be the primary selection criterion.
• Experience in the food industry would be an advantage, but is not essential.
• High attention to detail and accuracy in data entry and order processing.
• Ability to manage inventory and maintain accurate records.
• Strong communication and coordination skills when dealing with suppliers, customers and warehouse partners.
• A collaborative, team-oriented approach to work.