Operations Administrator (8-10 am start)
Full-time Permanent Associate
Description
About the role
Coolway Trans is looking for a sharp, organised Operations Administrator to keep our depot running smoothly. You'll be the engine room of daily operations — owning the admin workflows that keep transport and storage moving, keeping our systems accurate, and being the go-to link between drivers, customers, warehouse and the wider team.
If you thrive on detail, like solving problems before they become problems, and take pride in getting the paperwork and the systems exactly right, this one's for you.
What you'll be doing
* Keeping our systems accurate, auditing key fields and actively identifying and resolving repeat data errors.
* Keeping our systems (TMS/WMS) clean and current, auditing key fields and stamping out repeat data errors
* Acting as the key link between depot operations, drivers, customer service and compliance
* Managing operational customer communication — proactively flagging delays, rejections, futile deliveries or demurrage and coordinating the fix
* Controlling POD and documentation workflows, including follow-ups with drivers and customers to close out missing paperwork
* Coordinating pallet administration — dockets, transfers, discrepancies and keeping control registers up to date
* Producing operational reporting (POD outstanding, pallet variances, booking accuracy, customer issue logs) and spotting trends early
* Supporting daily planning, dispatch readiness and driver allocations
* Driving continuous improvement — better templates, checklists and standardised processes to cut rework
What you'll bring
* Previous experience in a transport, logistics or depot administration role is a must
* Strong organisational skills and genuine attention to detail
* Confidence with transport/operations systems and general computer software
* Excellent communication skills — you can keep drivers, customers and internal teams aligned and calm under pressure
* The ability to juggle shifting priorities across a busy day and still hit deadlines
* Proficiency with Transport Management Systems (TMS), Warehouse Management Systems (WMS), Pallet control Systems
* A proactive, improvement-minded attitude and the ability to work both independently and as part of a team
* Advanced computer literacy skills (incl Excel); and the ability to pick up on new systems quick
* Has positive attitude towards work and helping others
Company Overview
Coolway Trans is an Australian refrigerated transport and cold storage company providing reliable, temperature-controlled logistics solutions. We support food and sensitive supply chains with a strong focus on safety, compliance, and on‐time delivery.
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