Operations Coordinator - Import

Position Description
Operations Coordinator (Import)

Location
Melbourne, Australia

Reporting Manager
Import Operations Manager

About the Company
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 is 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.

About the Position
The Operations Coordinator is responsible for coordinating and managing the end-to-end import process for air and sea freight shipments. This role ensures the smooth handling of documentation, customs clearance, communication with clients and overseas partners, and the timely delivery of goods in compliance with company standards and regulatory requirements.

Duties and Responsibilities:

Operational Support

• Assist with coordinating international air and ocean freight shipments from booking to final delivery as required.


• Prepare and process invoices for both costs and client billing, ensuring accuracy and timely submission.


• Prepare and process shipping documentation (e.g., bills of lading, airway bills, import declarations).


• Liaise with carriers, shipping lines, airlines, and transport providers to ensure smooth cargo movement.


• Track and monitor shipments, providing timely updates to customers and internal stakeholders.


• Assist in collaboration with the necessary teams in arranging transport for pick-up and delivery, ensuring schedules are met.

Customer Service

• Respond to customer inquiries and provide updates in a timely, professional manner.


• Support the resolution of shipment delays or issues by coordinating with relevant parties.


• Build and maintain positive relationships with clients, suppliers, and service providers.

Administration

• Accurately enter shipment and customs data into the company’s freight management system.


• Maintain operational and compliance records for auditing purposes.


• Assist in preparing reports for management as required.

Required Skills and Abilities:

Essential:

• Strong organisational skills and ability to manage multiple tasks.


• Good written and verbal communication skills.


• Basic computer literacy (Microsoft Office Suite – Word, Excel, Outlook).


• Willingness to learn freight forwarding and customs procedures.


• High attention to detail and accuracy.


• Team player with a positive, can-do attitude.

Desirable:

• Previous experience in administration, logistics, or customer service.


• Familiarity with international shipping, customs processes, or documentation.


• Knowledge of Incoterms and basic supply chain concepts.
  
  

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.