Operations & Administration Officer (Expression of Interest)

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

Expression of Interest — Operations & Administration Officer

Austco Polar Cold Storage is a leading cold storage and logistics facility based in Laverton North, just 30 minutes from the Port of Melbourne. We support exporters, importers, and food producers across Australia and global markets.

We're always on the lookout for talented, organised, and customer-focused professionals to join our team. If you have a background in administration, customer service, or logistics support — and you're looking for a role where no two days are the same — we'd love to hear from you. This is an expression of interest for a full-time, site-based position supporting our operations, sales, and customer service functions.

What You'll Be Doing

• 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

What We’re Looking For

• Previous experience in an administration, customer service, or logistics coordination role


• Strong written and verbal communication skills


• High attention to detail and accuracy in all tasks


• Ability to manage multiple priorities and work well under pressure


• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams)


• 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

Highly Regarded but Not Essential

• Experience in cold storage, logistics, freight forwarding, or food manufacturing


• Knowledge of export documentation and customs/biosecurity requirements


• Experience with Warehouse Management Systems (e.g. Microlistics)


• Experience with maintenance or facilities management systems (e.g. MEX)


• Experience with accounting software (e.g. Xero)


• Experience with workforce management systems (e.g. Tanda)


• Mandarin or Cantonese language skills (advantageous given our customer base)

What We Offer

• Competitive salary — commensurate with experience


• Supportive and collaborative team environment


• Stable work in an essential, growing industry


• Laverton North location — easy freeway access, close to Port of Melbourne

At Austco Polar, we hold ourselves to a high standard. The values we look for in every team member are:

• See It, Own It, Improve It — Take responsibility. Don’t wait to be asked. If something isn’t right, fix it.


• Be Ready for What’s Next — We’re a growing business. We need people who can adapt and grow with us.


• Build Trust — With our customers, our team, and our partners. Everything we do is built on reliability and integrity.


• Lift Together — We’re a small, close team. Everyone’s contribution matters.