Administration Officer (Ford - Automotive Storage Facility)

Position Description: Administration Officer – Vehicle Operations

Location: Melbourne, Australia

Team: Operations, Contract Logistics

Reporting Manager: Site Manager – Vehicle Operations

OIA Global delivers resilient supply chain solutions that adapt to a dynamic world. Going beyond transportation management to offer contract logistics services, innovative packaging solutions, raw materials management, 4PL supply chain orchestration, and several advanced technology solutions. Through proven solutions and exceptional service, we go above and beyond to find the path to success for every customer. Together, we are on a mission to deliver peace of mind.

Headquartered in Portland, Oregon, USA, OIA Global was founded in 1988 and operates in 30 countries, with 60+ owned offices worldwide

Position Summary

As a result of continued growth within the automotive sector, OIA Global is seeking a highly organised and detail-focused Administration Officer to support operations at a large-scale vehicle yard with capacity for up to 4,400 vehicles.

We are seeking a highly organised and detail-oriented Administration Officer to support the daily operations of our vehicle logistics business. This role plays a key part in coordinating the receipt, storage, and dispatch of new vehicles, working closely with the Yard Team Leader to ensure all deliveries and collections run smoothly and efficiently.

Duties and Responsibilities:

• Coordinate incoming and outgoing vehicle movements, including scheduling deliveries and collections


• Work closely with the Yard Team Leader to align daily operational plans and priorities


• Maintain accurate records of vehicle inventory, locations, and movements within internal systems


• Prepare and process all relevant documentation, including delivery dockets, transport paperwork, and reports


• Communicate with transport providers, internal teams, and customers to ensure timely updates and issue resolution


• Monitor and update schedules to reflect changes, delays, or urgent requests


• Perform data entry and general administrative tasks with a high level of accuracy


• Assist with reporting, including daily activity summaries and KPI tracking


• Support continuous improvement of administrative processes and systems

Safety & Compliance

• Ensure all administrative processes align with company policies and compliance requirements


• Support the coordination of safe vehicle movements by maintaining accurate and up-to-date information


• Adhere to workplace health and safety procedures and promote a safety-first culture


• Report any discrepancies, risks, or incidents in a timely manner

Required Skills and Abilities:

Essential:

• Previous experience in an administrative or coordination role, ideally within logistics, automotive, or transport operations


• Strong organisational and time management skills, with the ability to prioritise tasks effectively


• High level of attention to detail and accuracy in data entry and documentation


• Excellent communication skills, both written and verbal


• Proficiency in Microsoft Office and experience with inventory or transport management systems (preferred)


• Ability to work in a fast-paced, deadline-driven environment

Personal Attributes:

• Reliable, proactive, and able to take initiative


• Strong problem-solving skills and ability to adapt to changing priorities


• Team-oriented mindset with a collaborative approach to work


• Professional and customer-focused attitude

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.


• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

OIA Global is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability. We offer an exciting and growth-oriented work environment, and OIA employees enjoy competitive salaries and excellent benefits.