Transport Operations Coordinator

Key Responsibilities

1. Job Entry & Data Management

• Accurately enter transport jobs into the system (e.g. Machship / CargoWise or equivalent)
• Ensure all job details are complete, including:
• Client details
• Pickup & delivery information
• Service type and carrier allocation
• Maintain data accuracy and consistency across all entries
• Update job statuses as required

2. Carrier Communication & Delay Management

• Monitor shipments for delays or delivery exceptions
• Proactively follow up with carriers for:
• Delayed deliveries
• Missing PODs
• Delivery confirmations
• Record updates and notes in the system
• Escalate unresolved issues to the onshore team within agreed timeframes

3. Rate & Cost Entry

• Enter quoted transport charges into the system accurately
• Ensure alignment between quoted rates and system entries
• Assist in maintaining rate consistency and flag discrepancies
• Support the team in updating standard rates where required

4. Invoice Processing

• Enter supplier invoices into the system in a timely manner
• Match invoices against:
• Job records
• Quoted rates
• Identify and flag discrepancies (rate differences, incorrect charges, missing items)
• Ensure invoices are processed in line with internal timelines

5. Data Integrity & Reporting Support

• Maintain clean and accurate system data across all transport jobs
• Assist in preparing operational reports where required
• Identify recurring issues (e.g. frequent delays, billing errors) and flag trends

6. General Administrative Support

• Support the transport team with ad hoc administrative tasks
• Assist with document management (PODs, invoices, job files)
• Maintain organised digital records

Key Performance Indicators (KPIs)

• Data entry accuracy rate (target: 99%+)
• Turnaround time for job entry and invoice processing
• Timeliness of carrier follow-ups
• Number of discrepancies identified vs missed
• System data completeness
• Response time to tasks and queries

Skills & Experience:

• Previous experience in data entry or logistics/transport administration
• High attention to detail and accuracy
• Strong written English communication skills
• Ability to follow structured processes
• Competency in Microsoft Excel and web-based system.
• Experience with freight/logistics systems (CargoWise, Machship, etc.)
• Experience working with Australian transport or logistics companies
• Understanding of transport terminology (POD, linehaul, delivery runs, etc.)

Working Hours:

• Aligned to Australian business hours (or partial overlap required)