Operations & Admin Lead - Logistics & Customer Service

Austcopolar; Melbourne; On-site; AUD 50,000 - 75,000; Full time

Job summary

Austco Polar Cold Storage in Laverton North, just 30 minutes from the Port of Melbourne, is seeking an Operations & Administration Officer who enjoys varied days and a hands-on environment. This expression of interest is for a full-time, site-based role supporting operations, sales and customer service.

Join a team that values reliability, proactive problem-solving and strong communication. You will handle admin, bookings, documentation, KPI reporting, and contribute to continuous improvement in

Qualifications

• Experience in administration, customer service, or logistics coordination.
• Strong written and verbal communication skills.
• High attention to detail and accuracy in all tasks.
• Ability to manage multiple priorities and work under pressure.
• Proficient in Microsoft Office Suite.
• Professional, personable, and confident when dealing with customers and stakeholders.
• A proactive attitude — someone who identifies what needs doing and gets it done.
• Comfortable working in a fast-paced, operational environment.
• Reliable, punctual, and well-presented.

Responsibilities

• Managing day-to-day site administration including correspondence, scheduling, and document control.
• Acting as the first point of contact for customers — handling enquiries, coordinating bookings, and ensuring an excellent client experience.
• Supporting export operations including preparation and coordination of export documentation and compliance requirements.
• Liaising with freight forwarders, shipping lines, customs brokers, and government bodies as required.
• Maintaining and updating records across our warehouse management, maintenance, and accounting systems.
• Coordinating inbound and outbound booking schedules with the operations team.
• Preparing quotes, invoices, and client communications.
• Supporting the Business Development Manager with proposals, presentations, and client follow-ups.
• Assisting with onboarding of new customers and tenants, including preparing agreements and maintaining contact records.
• Monitoring and managing shared inboxes and communications channels (email, Teams, WeChat, WhatsApp).
• Assisting with HR administration including onboarding paperwork, timesheets, and staff records.
• Generating reports on operational KPIs, bookings, and customer activity as required.
• Supporting general compliance, audit preparation, and quality documentation.

Skills

Admin experience

Communication skills

Attention to detail

Multitasking

MS Office

Customer-facing

Proactive attitude

Fast-paced environment

Reliability & presentation

Tools

Microsoft Office Suite

Job description

Austco Polar Cold Storage in Laverton North, just 30 minutes from the Port of Melbourne, is seeking an Operations & Administration Officer who enjoys varied days and a hands-on environment. This expression of interest is for a full-time, site-based role supporting operations, sales and customer service.

Join a team that values reliability, proactive problem-solving and strong communication. You will handle admin, bookings, documentation, KPI reporting, and contribute to continuous improvement in