Administrative Coordinator

Position Purpose

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.

Key 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.

Skills and Experience

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

• Certificate III or IV in Business Administration, Logistics, Supply Chain, or equivalent experience (desirable).

Key Competencies

• Customer Focus
• Planning and Organisation
• Communication and Influencing
• Problem Solving
• Attention to Detail
• Collaboration and Teamwork
• Adaptability
• Continuous Improvement