Expression of Interest — Operations & Administration Officer
Austco Polar Cold Storage is a leading cold storage and logistics facility based in Laverton North, just 30 minutes from the Port of Melbourne.
We support exporters, importers, and food producers across Australia and global markets.
We're always on the lookout for talented, organised, and customer-focused professionals to join our team.
If you have a background in administration, customer service, or logistics support — and you're looking for a role where no two days are the same — we'd love to hear from you.
This is an expression of interest for a full-time, site-based position supporting our operations, sales, and customer service functions.
What You'll Be Doing
Managing day-to-day site administration including correspondence, scheduling, and document control
Acting as the first point of contact for customers — handling enquiries, coordinating bookings, and ensuring an excellent client experience
Supporting export operations including preparation and coordination of export documentation and compliance requirements
Liaising with freight forwarders, shipping lines, customs brokers, and government bodies as required
Maintaining and updating records across our warehouse management, maintenance, and accounting systems
Coordinating inbound and outbound booking schedules with the operations team
Preparing quotes, invoices, and client communications
Supporting the Business Development Manager with proposals, presentations, and client follow-ups
Assisting with onboarding of new customers and tenants, including preparing agreements and maintaining contact records
Monitoring and managing shared inboxes and communications channels (email, Teams, WeChat, WhatsApp)
Assisting with HR administration including onboarding paperwork, timesheets, and staff records
Generating reports on operational KPIs, bookings, and customer activity as required
Supporting general compliance,



audit preparation, and quality documentation
What We're Looking For
Previous experience in an administration, customer service, or logistics coordination role
Strong written and verbal communication skills
High attention to detail and accuracy in all tasks
Ability to manage multiple priorities and work well under pressure
Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams)
Professional, personable, and confident when dealing with customers and stakeholders
A proactive attitude — someone who identifies what needs doing and gets it done
Comfortable working in a fast-paced, operational environment
Reliable, punctual, and well-presented
Highly Regarded but Not Essential
Experience in cold storage, logistics, freight forwarding, or food manufacturing
Knowledge of export documentation and customs/biosecurity requirements
Experience with Warehouse Management Systems (e.g. Microlistics)
Experience with maintenance or facilities management systems (e.g. MEX)
Experience with accounting software (e.g. Xero)
Experience with workforce management systems (e.g. Tanda)
Mandarin or Cantonese language skills (advantageous given our customer base)
What We Offer
Market-competitive salary — commensurate with experience
Supportive and collaborative team environment
Stable work in an essential, growing industry
Laverton North location — easy freeway access, close to Port of Melbourne
At Austco Polar, we hold ourselves to a high standard.
The values we look for in every team member are:
See It, Own It, Improve It —
Take responsibility.
Don't wait to be asked.
If something isn't right, fix it.
Be Ready for What's Next —
We're a growing business.
We need people who can adapt and grow with us.
Build Trust —
With our customers, our team, and our partners.
Everything we do is built on reliability and integrity.
Lift Together —
We're a small, close team.
Everyone's contribution matters.
#J-*****-Ljbffr

📌 Operations & Administration Officer (Expression Of Interest) (Melbourne)
🏢 Austcopolar
📍 Melbourne