Coolways Solution Pty Ltd (Coolway Trans Group)

About us

Coolway Trans Group is an Australian refrigerated transport and cold-chain logistics business, moving and storing temperature-controlled goods nationally, including chilled and frozen food, dairy, fresh produce and beverages. Our head office is in Glendenning, Sydney, and we have depots in Melbourne, Brisbane and Perth. Our fleet, warehouses and customers depend on systems that run 24/7. When the technology stops, freight stops, so the reliability and security of our IT environment are central to how we operate.

The role

Reporting to senior management, you will be employed by Coolways Solution Pty Ltd and will administer and support IT systems across all Coolway Trans Group entities and sites. You will look after the day-to-day health, security and performance of our servers, operating systems, databases, Microsoft 365 environment, networks, devices and core operational platforms. You will also support the adoption of AI tools across the business and work closely with our software vendors and service providers.

Key responsibilities

Infrastructure, network and Microsoft 365

- Install, configure, maintain and troubleshoot server operating systems (Windows Server and Linux) and associated server hardware and software, whether on-premises, virtualised or hosted in Microsoft Azure.
- Administer our Microsoft 365 tenancy, including Entra ID, Exchange Online, Teams, SharePoint Online and Intune, covering user lifecycle, licensing, security groups, conditional access and MFA.
- Support the ongoing build of our SharePoint document management architecture, including department sites, permissions and confidential site structures.
- Maintain and monitor network connectivity across our Glendenning, Melbourne, Brisbane and Perth sites, including firewalls, switching, Wi‑Fi, VPN and remote access.
- Manage workstations, laptops, mobile devices and tablets for office, warehouse and driver staff through mobile device management.
- Diagnose and repair hardware and software faults across servers, workstations, printers and communications infrastructure.
- Ensure the design of our office, depot and warehouse computer sites allows all hardware, software and network components to fit together and work properly.
- Monitor and adjust network and system performance, record and maintain system logs, and review logs for faults and security events.

Databases

- Design and maintain database architecture, data structures, tables, data dictionaries and naming conventions for the databases supporting our business systems, ensuring the accuracy and completeness of master data files.
- Administer the database management systems associated with our servers and business systems, including backups, security and integrity controls, access management and performance monitoring.
- Test database systems and upgrades, including debugging, tracking, reproducing,



logging and resolving all identified problems, according to approved testing scripts, procedures and processes.
- Implement and administer database documentation, guidelines, policies and procedures.

Artificial intelligence (AI)

- Administer and support AI platforms and tools used across the group (such as Claude), including user access, licensing, security and data‑handling settings, and integrations with business systems.
- Support the design and rollout of AI‑assisted automation and workflows that improve efficiency across operations, finance and HR.
- Help develop and maintain AI governance, including an AI acceptable use policy, and ensure AI use meets privacy, confidentiality and data security requirements.

Operational and business systems

- Administer user access, roles and permissions, and provide first‑line support for our core platforms:
- JAIX – transport management system
- CartonCloud – warehouse management system
- Gearbox – fleet and maintenance management
- TN360, Geotab and Cooltrax – telematics and temperature monitoring
- HubFleet – electronic fatigue management
- HubSpot – CRM
- Employment Hero – HR and payroll
- Support and monitor integrations and data flows between these platforms.
- Test systems, patches and upgrades against documented test procedures before release, coordinate releases with vendors, and log, track and resolve identified issues through to closure.
- Maintain our company website and live chat tools.

Security, backup and continuity

- Implement and maintain security controls aligned with the ACSC Essential Eight, including patching, application control, privileged access management, MFA and endpoint protection.
- Support IT and cyber security risk assessments across systems, sites and devices, maintain the IT risk register, and recommend and implement controls to address identified risks.
- Assess the security, privacy and data‑handling risks of new software, cloud services, AI tools and vendors before they are introduced, and review existing vendors periodically.
- Liaise with security vendors, suppliers, service providers and external resources, and analyse, recommend, install and maintain security software applications, including endpoint protection, email filtering and firewall policies.
- Establish and carry out preventive maintenance of backup and recovery procedures for cloud and on‑premises data, and enforce security and integrity controls.
- Take responsibility for the processes,



procedures and operational management of system security and disaster recovery planning, including business continuity plans for critical operational systems.
- Support privacy and data protection obligations under the Privacy Act 1988, including appropriate handling of telematics and employee data.

Governance and documentation

- Maintain the IT asset register, software and licence inventory, and vendor contact register.
- Prepare and maintain IT documentation, policies and instructions, including Acceptable Use, Password and Access Management, BYOD and Incident Response, and record and detail operational procedures.
- Prepare onboarding and offboarding checklists covering system access, email and devices.
- Monitor vendor contractual obligations, performance delivery and service level agreements.
- Continually review our current computer sites to determine future network needs, and recommend enhancements for the implementation of future servers and networks.

Skills and experience required

- A bachelor degree in Information Technology, Computer Science or a related field, or at least five years of relevant systems administration experience in place of a degree.
- At least two years of hands‑on experience as a Systems Administrator or in a similar role.
- Experience administering Windows Server and Active Directory / Entra ID.
- Solid Microsoft 365 administration skills, including Exchange Online, Intune, Teams and SharePoint Online.
- Good working knowledge of networking: TCP/IP, DNS, DHCP, VPN, firewalls and Wi‑Fi.
- Experience supporting servers, workstations, mobile devices and printers, and troubleshooting hardware and software faults.
- Working knowledge of databases and SQL, including maintaining database structures, backups and access.
- Experience with backup, recovery and patch management.
- Working knowledge of cyber security practices, including MFA, endpoint protection and the ACSC Essential Eight.
- Experience administering user access for business applications and maintaining IT documentation.
- Familiarity with Microsoft Azure, virtualisation, PowerShell scripting or AI tools is an advantage.
- Relevant vendor certifications (e.g. Microsoft, CompTIA or Cisco) are an advantage.
- Experience in transport, logistics or warehousing is an advantage.
- Good communication and problem‑solving skills, with the ability to support users from office staff to drivers and warehouse teams.
- Willingness to travel occasionally to interstate depots.

What we offer

- A salary of $85,000 – $92,000 per annum plus superannuation.
- Hands‑on responsibility for a multi‑site, multi‑entity IT setting.
- Exposure to specialised cold‑chain and transport technology, and the chance to help build our AI capability.
- A growing, family‑owned business with a supportive team.

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📌 Systems Administrator (Sydney)
🏢 Coolway Trans
📍 Sydney