Ops Senior Admin Assistant

UPS; City of Moonee Valley; On-site; AUD 70,000 - 100,000; Full time

Job summary

UPS in Victoria, Australia seeks a Permanent Operations Coordinator to support the Cell & Gene Therapy logistics team, ensuring high levels of service, quality and compliance for shipments.

You will collaborate with Control Tower, airlines, LSPs and depots, arrange packaging, coordinate drivers, and ensure GDP and export/import requirements are met, while using Maestro for tracking and shipment management.

Qualifications

• Experience coordinating complex shipments across multiple stakeholders.
• Knowledge of GDP/Regulatory compliance for international shipments.
• Familiarity with airline MAWB booking and shipment documentation.

Responsibilities

• Support Cell & Gene team with daily operations and liaise with Control Tower Coordinators.
• Coordinate packaging, equipment, and trained personnel for shipments.
• Book shipments with airlines and integrators to ensure best routing.

Skills

Logistics coordination

Shipment coordination

Regulatory compliance

GPS tracking

Tools

Maestro system

GPS tracking devices

Job description

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

• Responsible for successfully supporting the Cell and Gene team with daily operations and liaising with the Control Tower Coordinators as it relates to cell and gene shipments.
• Utilize technology to provide enhanced monitoring, management and control of shipments as required.
• Collaborate with LSPs, Branches and Depots to arrange and coordinate shipment solutions.
• Preparation, placement, control and arrangement of appropriate packaging (Controlled temperature shippers & LN2 Dry shippers), equipment (GPS tracking devices, Temperature monitors) and trained operatives according to Cell & Gene project specifications-COPs or SOPs.
• Coordinating and dispatching drivers for collections and deliveries ensuring they are on time, and they adhere to the clients’ expectations regarding documentation – GDP requirements.
• Work with the regulatory team to ensure trade compliance for all import and export shipments.
• Book shipments with airlines (Create MAWB) and integrator to ensure best routing solution for all Cell & Gene shipments.
• Ensure proper handling and storage of all Cell & Gene shipments with airlines and ground handling facilities.
• 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.
• 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.
• Send pre‑alerts for all Cell & Gene shipments with Marken branches and local service providers and ensure communication to confirm receipt of the pre‑alert and shipment instructions.
• Pre‑ and post‑flight shipment check and communicate with airlines and handling agents in case of delays or off‑loads.
• Escalate any issues or delays to the Cell & Gene Management Team.

Employee Type

Permanent

UPS is committed to providing a workplace free of discrimination, harassment, and retaliation.