Supply Chain Admin Assistant

Virtual Staff 365; Australia; On-site; AUD 50,000 - 70,000; Full time

Benefits offered by this job

Permanent work-from-home setup

Annual leave

Christmas Bonus (pro-rated)

Job summary

Virtual Staff 365 in Australia seeks a Supply Chain Admin Assistant to maintain accurate operational data, handle transport documentation, and support daily logistics tasks within a fast-paced retail supply chain. You will manage SAP data, assist with invoicing and cost verification, and liaise with freight providers and internal stakeholders to ensure timely deliveries and compliant records.

This is a permanent, full-time, work-from-home role with dayshift hours aligned to AEDT, offering growth

Qualifications

• Proven administrative experience within a supply chain, logistics, or finance support environment.
• Experience handling invoice validation, cost verification, or financial administration.
• High attention to detail and exceptional data entry accuracy.
• Strong organizational and time management skills.
• Effective written and verbal communication skills for stakeholder coordination.
• Proven problem-solving and exception management capabilities.

Responsibilities

• Create and maintain inbound deliveries in SAP for international POs.
• Input shipment and costing information into system platforms with precision.
• Review data to identify discrepancies before processing.
• Maintain data integrity by following established processes and timelines.
• Track warehouse transfers and update planning tools; notify stakeholders of delays.
• Promote safety policies and report hazards; participate in return-to-work programs.

Skills

Data entry

Attention to detail

Communication

Organisational skills

Problem solving

Tools

SAP

Microsoft Excel

Job description

Our client is a prominent Australian retail organisation dedicated to providing high-value everyday goods to communities nationwide. Supported by an extensive property and logistics network, they rely on streamlined supply chain operations to power their retail network.

They are now seeking to hire a Supply Chain Admin Assistant to maintain accurate operational data and support daily logistics functions. In this role, you will process transport documentation, manage system data in SAP, and liaise with key partners to ensure seamless supply chain performance.

Job Responsibilities

Data Entry & Systems Administration

• Accurately create and maintain inbound deliveries in SAP for international purchase orders
• Input shipment and costing information for inbound containers into system platforms with high precision
• Review operational data to identify and resolve discrepancies or missing information prior to processing
• Maintain data integrity by adhering strictly to established processes, standards, and timelines
• Support the smooth flow of inventory and financial information through timely data entry completion

Invoice Processing & Reconciliation

• Receive, review, and validate freight carrier invoices across multiple electronic formats
• Verify transport charges against approved rate cards, contracts, and master data
• Investigate invoice discrepancies, service errors, or pricing exceptions and escalates when required
• Prepare carrier approval documentation for the finance team in line with business protocols
• Follow up on outstanding invoice queries to ensure prompt resolution

Logistics & Operational Support

• Track warehouse transfers and update logistics planning tools regularly
• Liaise with shipping lines, transport carriers, and freight providers regarding shipment status
• Keep key internal stakeholders updated on incoming shipments, container movements, and potential delays
• Assist in preparing operational reports, data requests, and administrative updates
• Maintain organised electronic records and documentation in accordance with business requirements

Workplace Safety & Compliance

• Promote and comply with company health, safety, and operational policies
• Identify and report potential safety hazards or operational incidents promptly
• Participate in return-to-work programs and maintain a safe working environment

• Proven administrative experience within a supply chain, logistics, or finance support environment
• Demonstrated experience handling invoice validation, cost verification, or financial administration
• High attention to detail and exceptional data entry accuracy
• Strong organizational and time management skills
• Effective written and verbal communication skills for stakeholder coordination
• Proven problem-solving and exception management capabilities

Nice-to-Have Skills

• Experience using SAP or similar ERP systems
• Intermediate capability in Microsoft Excel
• Prior experience working with freight, shipping, or transport documentation
• Experience working within a fast-paced retail supply chain setting

• Permanent work-from-home set-up
• Dayshift (Australian Eastern Daylight Time business hours)
• Full-time opportunity
• HMO (STAFF only)
• Annual leave
• Christmas Bonus equivalent to 1 month's wage (pro-rate)