Ops Senior Admin Assistant

hcmportal; City of Melbourne; On-site; AUD 70,000 - 100,000; Full time

Job summary

UPS in Melbourne, Australia is seeking a logistics professional to support the Cell & Gene Operations Team. This permanent role focuses on daily operational execution, shipment coordination, and compliance with GDP and regulatory requirements.

You will partner with control towers, LSPs, branches and depots to optimize routing, packaging, and data entry in Marken Maestro, ensuring on-time performance and accurate documentation for international shipments.

Responsibilities

• Support Cell & Gene team with daily operations and liaise with Control Tower Coordinators for shipments.
• Use technology to monitor, manage and control shipments.
• Collaborate with LSPs, branches and depots to arrange shipment solutions.
• Prepare and arrange packaging and equipment per project specs and SOPs/COPs.
• Coordinate and dispatch drivers ensuring on-time collections and adherence to GDP requirements.
• Work with regulatory team to ensure trade compliance for import/export shipments.
• Book shipments with airlines and integrators for best routing.
• Ensure proper handling and storage of shipments with airlines and ground facilities.
• Label and prepare shipments for export and coordinate airline cut-off times.
• Maintain Marken Maestro data entry and milestone confirmations.
• Send pre-alerts to Marken branches and service providers and confirm receipt.
• Perform pre- and post-flight shipment checks and communicate delays or issues to management.
• Escalate issues or delays to Cell & Gene Management Team.

Job description

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Job Description:

Taking an active role in the ongoing development of operational ability in Cell & Gene Therapy logistics, to ensure the highest levels of customer service, commerciality, quality & satisfaction. Reporting to the Cell & Gene Operations Lead, this person will be responsible for successfully supporting the Cell & Gene Operations Team.

Main Duties and Responsibilities:

• 1. Responsible for successfully supporting the Cell and Gene team with daily operations and liaise with the Control Tower Coordinators as it relates to cell and gene shipments.
• 2. Utilize technology to provide enhanced monitoring, management and control of shipments as required
• 3. Collaborate with LSPs, Branches and Depots to arrange and coordinate shipment solutions
• 4. Preparation, Placement, control and arrangement of appropriate packaging (Controlled temperature shippers & LN2 Dry shippers), equipment (GPS tracking devices, Temperature monitors) and trained operatives are according to Cell & Gene project specifications-COPs or SOPs.
• 5. Coordinating and Dispatching drivers for collections and deliveries ensuring that they are on time, and they adhere to the clients’ expectations regarding documentation – GDP requirements.
• 6. Work with the regulatory team to ensure trade compliance for all Import and Export shipments
• 7. Book shipments with Airlines (Create MAWB) and Integrator to ensure best routing solution for all Cell & Gene shipments
• 8. Ensure proper handling and storage of all Cell & Gene shipments with Airlines and Ground handling facilities
• 9. Label and prepare shipments for Export (some heavy lifting may be required) and ensure that a driver is dispatched to meet the airline cut-off time for international shipments.
• 10. Ensure Marken’s Maestro system performance compliance with all necessary data entry and confirmation of key milestones (departure, arrival, customs clearance, etc.) for all Cell & Gene shipments
• 11. Send pre-alerts to for all Cell & Gene shipments with Marken branches and local service providers and ensuring communication to confirm receipt of the pre-alert and shipment instructions.
• 12. Pre- and Post-flight shipment check and communicate with airlines and handling agents in case of delays or off-loads.
• 13. Escalate any issues or delays to the Cell & Gene Management Team.

Employee Type:

Permanent

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