Senior AU Customer Service and Accounts Officer (Logistic/Trade)

NAIS CORP; Pasig; On-site; PHP 420,000 - 720,000; Full time

Job summary

NAIS CORP in Pasig, Philippines, seeks an experienced Customer Service & Accounts Officer with a strong background in Logistics and Trade Operations to support Australian customers and the Sydney-based operations team.

The role covers customer service, bookings coordination, quotations, and accounts administration within a fast-paced logistics environment, with independent management of customer and operational requirements.

Qualifications

• Minimum of 5 years of relevant experience in logistics or trade operations.
• Hands-on experience managing day-to-day logistics or trade operations.
• Strong booking management, transport coordination, and scheduling.
• Experience handling customer enquiries and maintaining accounts.
• Experience preparing quotations and coordinating service requirements.
• Proficiency liaising with drivers, warehouse teams, and suppliers.
• Ability to handle high-volume enquiries in a fast-paced environment.
• Excellent spoken and written English communication.
• Strong organisation, multitasking, and problem-solving abilities.
• Some experience in accounts administration, invoicing, bookkeeping.

Responsibilities

• Coordinate day-to-day logistics activities within a logistics, transport, warehousing, or trade-related environment.
• Manage customer bookings for transportation, deliveries, collections, installations, and warehousing services.
• Prepare accurate quotations based on pricing guidelines and operational requirements.
• Submit quotations for management review and approval; convert approved quotations into bookings.
• Prepare and issue customer invoices using Xero and assist with bookkeeping.

Skills

Customer service

Logistics operations

Account management

English communication

Multitasking

Problem solving

Tools

Xero

Microsoft Excel

Microsoft Outlook

Job description

Job Summary

We are seeking an experienced, highly organised, and proactive Customer Service & Accounts Officer with a strong background in Logistics and Trade Operations to support our Australian customers and Sydney-based operations team.

The ideal candidate must have hands-on experience working within a logistics, freight, transport, warehousing, distribution, or trade-related business, with a solid understanding of daily operational activities, customer account management, booking coordination, transport scheduling, and quotation management.

This is primarily a customer service and logistics operations coordination role. The successful candidate will be responsible for managing customer enquiries, coordinating bookings, preparing quotations, scheduling deliveries and collections, and liaising with drivers, warehouse personnel, installers, and the operations team.

Accounts administration and bookkeeping will be secondary responsibilities, supporting the overall administrative and financial operations of the business.

We are looking for someone who can hit the ground running, understands the demands of a fast-paced logistics and trade environment, and can independently manage customer and operational requirements with minimal supervision.

Key Responsibilities

1. Logistics & Trade Operations Coordination – Primary Priority

• Manage and coordinate day-to-day operational activities within a logistics, transport, warehousing, or trade-related environment.
• Coordinate customer bookings for transportation, deliveries, collections, installations, and warehousing services.
• Liaise with drivers, warehouse personnel, installers, suppliers, and the operations team to ensure jobs are scheduled and completed efficiently.
• Monitor job schedules, delivery timelines, collection arrangements, and operational requirements.
• Coordinate changes to bookings, delivery schedules, and customer instructions.
• Ensure all operational details, including job specifications, site access requirements, delivery windows, and resource requirements, are properly communicated.
• Proactively identify and address scheduling conflicts, operational delays, and customer concerns.
• Maintain accurate booking records, job sheets, delivery documentation, and operational schedules.
• Ensure smooth coordination between customers and internal operations teams.

2. Customer Service & Account Management – Primary Priority

• Manage incoming customer enquiries throughout the working day.
• Respond promptly and professionally to Australian customers via telephone and email.
• Handle enquiries relating to logistics, transport, warehousing, installations, deliveries, collections, and event logistics.
• Maintain strong relationships with existing customers and manage their ongoing service requirements.
• Provide customers with updates regarding bookings, job progress, delivery schedules, and operational matters.
• Follow up on outstanding enquiries, requests, and service issues.
• Ensure customer requirements are communicated accurately to the relevant operational teams.
• Escalate urgent or complex matters to management when necessary.

3. Quotations & Booking Management – Primary Priority

• Receive and assess customer quotation requests.
• Gather relevant job information, including service requirements, locations, dates, quantities, and operational specifications.
• Prepare accurate quotations based on established pricing guidelines and operational requirements.
• Coordinate with management and the operations team regarding pricing, job complexity, and resource requirements.
• Submit quotations for management review and approval before issuing them to customers during the initial training period.
• Follow up on outstanding quotations and convert approved quotations into confirmed bookings.
• Maintain accurate quotation records, approvals, customer communications, and booking documentation.
• Progressively take ownership of routine quotations within agreed pricing and approval limits as experience develops.

4. Accounts & Bookkeeping – Secondary Responsibility

• Prepare and issue customer invoices using Xero.
• Ensure completed jobs are invoiced accurately and promptly.
• Process supplier invoices and maintain accounts payable records.
• Assist with bank reconciliations and general bookkeeping.
• Monitor outstanding customer payments and issue payment reminders.
• Maintain accurate customer and financial records.
• Assist with basic financial and administrative reporting.

5. General Administration

• Maintain organised digital records, customer information, and operational documentation.
• Prepare job sheets, delivery dockets, and other relevant paperwork.
• Update internal spreadsheets and company systems.
• Assist management and the operations team with administrative requirements.
• Follow up on incomplete jobs, missing information, and outstanding documentation.

Required Skills & Experience

Essential Qualifications & Experience

• Minimum of 5 years of relevant experience in logistics, freight forwarding, transport, warehousing, distribution, trade operations, or a closely related industry.
• Proven hands-on experience managing day-to-day logistics or trade business operations.
• Strong understanding of booking management, transport coordination, deliveries, collections, and operational scheduling.
• Demonstrated experience managing customer enquiries and maintaining customer accounts within a logistics or trade-related business.
• Previous experience preparing quotations, processing bookings, and coordinating service requirements.
• Experience liaising with drivers, warehouse teams, suppliers, installers, and other operational stakeholders.
• Proven ability to manage high-volume customer enquiries and multiple operational requests in a fast-paced environment.
• Excellent spoken and written English communication skills.
• Strong organisational, multitasking, and problem-solving abilities.
• Some experience in accounts administration, invoicing, and bookkeeping.

Preferred Qualifications & Experience

• Previous experience working with Australian logistics, freight, transport, or trade companies.
• Experience using Xero or other accounting software.
• Proficiency in Microsoft Outlook, Excel, and Microsoft Office.
• Familiarity with logistics, transport, warehousing, or job management systems.

Ideal Candidate Profile

The ideal candidate is someone who:

• Has a solid understanding of logistics and trade business operations.
• Can independently manage daily customer bookings and operational coordination.
• Is confident handling customer enquiries, quotations, and account management.
• Understands transport scheduling, deliveries, collections, and warehouse coordination.
• Can effectively communicate with customers, drivers, and operations personnel.
• Is highly organised and capable of managing multiple priorities simultaneously.
• Is proactive in following up on outstanding enquiries, quotations, and bookings.
• Remains calm, resourceful, and solution-oriented in a fast-paced and demanding environment.
• Can work independently with minimal supervision while following company procedures.

Key Performance Expectations

• Customer enquiries are acknowledged and addressed promptly.
• Customer bookings and logistics arrangements are processed accurately.
• Daily and upcoming transport and operational schedules are properly maintained.
• Quotations are prepared, reviewed, and issued within agreed timeframes.
• Customers receive timely updates regarding their bookings and service requirements.
• Operational coordination between customers, drivers, warehouse personnel, and the Sydney operations team is efficient.
• Scheduling issues and urgent requests are addressed promptly.
• Completed jobs are invoiced accurately and on time.
• Accounts and administrative responsibilities are completed accurately and consistently.

Overall Success Measure: The successful candidate must be capable of independently supporting Moofer's daily logistics and trade operations, managing customer relationships, coordinating bookings and schedules, and ensuring efficient service delivery. Bookkeeping and accounts administration will complement, rather than define, the role.