Administrative Coordinator – DC Bookings | Work onsite - BGC

Satellite Office

Taguig

Hybrid

PHP 300,000 - 420,000

Full time

14 days+

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Job summary

Satellite Office is seeking an Administrative Coordinator - Distribution Centre Bookings to efficiently receive, review, and manage DC booking requests. You will be the primary contact for suppliers and internal teams, ensuring bookings align with capacity and safety standards.

You will maintain calendars, communicate changes promptly, and support reporting while upholding compliance and data integrity in a fast-paced distribution environment.

Qualifications

Experience in administration, logistics, transport, or supply chain support.
Strong organisational and time management skills.
Excellent verbal and written communication abilities.
High attention to detail and accuracy.
Ability to prioritise tasks in a fast-paced environment.
Proficiency in Microsoft Office Suite, especially Outlook and Excel.
Strong customer service and stakeholder management.

Responsibilities

Receive, process, and manage inbound and DC booking requests.
Review bookings for completeness and compliance.
Accept, reject, or reschedule bookings based on capacity.
Monitor schedules and identify potential conflicts.
Maintain booking calendars and appointment schedules.
Serve as the primary contact for suppliers and internal stakeholders.
Communicate confirmations, amendments, and cancellations promptly.
Escalate issues to appropriate operations teams.
Coordinate with warehouse, transport, and DC helpdesk to align bookings.

Skills

Administration

Logistics

Communication

Time management

Outlook

Excel

Customer service

Stakeholder management

Attention to detail

Education

Certificate III/IV in Business Administration or Logistics

Tools

WMS

TMS

Booking platforms

Job description

ADMINISTRATIVE COORDINATOR - DISTRIBUTION CENTRE BOOKINGS

Work for our global clients and immerse in our rich and diverse company culture where you can thrive, grow and just be aweSOme!

WHAT IS A/AN ADMINISTRATIVE COORDINATOR - DISTRIBUTION CENTRE BOOKINGS?

The Administrative Coordinator - DC Bookings is responsible for receiving, reviewing, monitoring, scheduling, and confirming Distribution Centre (DC) booking requests. The role ensures the efficient coordination of inbound deliveries, maintains booking accuracy within relevant systems, and acts as the primary point of contact for Suppliers and internal stakeholders regarding DC appointments.

The position plays a critical role in supporting operational efficiency by ensuring bookings are managed in accordance with DC capacity, service requirements, and safety standards.

WHAT WILL BE YOUR MAIN RESPONSIBILITIES?

DC Booking Management

Receive, process, and manage all inbound and DC booking requests.
Review booking requests for completeness, accuracy, and compliance with established booking requirements.
Accept, reject, or reschedule bookings based on DC operational capacity and business priorities.
Monitor booking schedules and proactively identify potential capacity constraints or conflicts.
Ensure booking information is accurately entered and maintained in relevant systems.
Maintain booking calendars, Inbound sheets and appointment schedules.

Stakeholder Communication

Serve as the primary contact for Suppliers and internal business stakeholders regarding DC bookings.
Communicate booking confirmations, amendments, cancellations, and scheduling requirements in a timely manner.
Escalate booking issues, delays, or service concerns to the appropriate operational teams.
Develop positive working relationships with external and internal stakeholders.

Operational Coordination

Liaise with warehouse, transport, DC Bookings and DC Helpdesk to align bookings with operational requirements.
Support the coordination of urgent, priority, and exception deliveries.
Monitor booking adherence and identify opportunities to improve scheduling efficiency.
Assist in managing daily booking volumes to optimise DC resources and throughput.

Reporting and Administration

Maintain accurate booking records and documentation.
Generate and distribute booking reports as required.
Monitor key performance indicators relating to booking compliance.
Assist with data entry, filing, and general administrative support functions.
Identify and report recurring booking issues and process improvement opportunities.

Compliance and Safety

Ensure all bookings comply with site operating procedures and safety requirements.
Maintain confidentiality and accuracy of operational information.
Follow company policies, procedures, and compliance standards.
Support continuous improvement initiatives within the DC operation.

Key Performance Indicators (KPIs)

Booking request turnaround time.
Booking accuracy rate.
On-time booking confirmation.
DC capacity utilisation effectiveness.
Reduction in scheduling conflicts.
Stakeholder satisfaction.
Supplier booking compliance.

WHAT ARE WE LOOKING FOR?

Essential

Previous experience in an administration, logistics, transport, or supply chain support role.
Strong organisational and time management skills.
Excellent verbal and written communication skills.
High level of attention to detail and accuracy.
Ability to prioritise tasks in a fast-paced operational environment.
Proficiency in Microsoft Office Suite, particularly Outlook and Excel.
Strong customer service and stakeholder management skills.

Desirable

Experience working within a Distribution Centre, Warehouse, Transport, or Logistics environment.
Experience using Warehouse Management Systems (WMS), Transport Management Systems (TMS), or booking platforms.
Understanding of supply chain and freight scheduling processes.
Experience with reporting and data management.

Qualifications