Supply Chain [Order Entry and Documentation] | WFH

Documentation & Order Entry
WFH | AU Schedule

Job Description:

• This is a key operational role within the documentation and logistics team, based in our outsourced Philippines office. Working closely with the Document Manager (DM) in Australia, you will be responsible for the accurate and timely entry of orders into our Pronto ERP system, coordination of export shipping documentation, and management of freight rate data. As you develop proficiency, you will progress to preparing full export documentation sets for Indonesia seafreight shipments, along with other markets. You will be responsible for customer orders for a number of our Territory Managers (TM) and will liaise directly with the TMs daily

Key Responsibilities:

1. Order Entry & Processing

• Receive order details and instructions from the Territory Manager (TM) including product codes, buy & sell prices, FX rates, delivery points, and ETD/ETA dates.

• Accurately enter all orders into Pronto (company ERP/software system) and issue Purchase Orders (POs) and Sales Confirmations to relevant suppliers and customers

• Copy the TM on all correspondence; documents to be verified by the TM for accuracy before being sent externally.

• Organise all logistic components of an order from receipt through to dispatch.

• Process Goods Receiving, Export Declaration Numbers (EDN), Request For Permits and send pre-alert documents to freight forwarders (CT Freight/Others).

• Proactively identify and correct errors in orders before documents are sent to customers. Maintain two-way communication with the TM throughout the order lifecycle

2. Freight Rate Management

• Update and maintain the freight rate master files and store on Mulwarra share drive on a quarterly basis.

• Liaise directly with shipping lines to obtain and negotiate current sea freight rates Advise the TM on freight options and recommended freight solutions.

• Check flight ETAs and transit times to ensure they meet customer requirements.

• Coordinate international and domestic freight bookings with CT Freight and other providers

3. Supplier & Customer Coordination

• Chase suppliers and packers for outstanding paperwork via email and phone; escalate to TM only when contact cannot be made or a delivery is at risk of delay.

• Notify customers promptly of any shipment delays and provide updated delivery dates.

• Check country-specific import requirements and verify that third-party establishments and plant EST numbers are approved for relevant markets (e.g. Middle East region).

• Assist with product registration processes for new countries, in conjunction with the TM.

4. Export Shipping Documentation

• Coordinating all export documentation using Impex Docs and Pronto.

• Preparing and managing Health Certificates for meat export.

• Preparing Certificates of Origin.

• Preparing and coordinating Halal Certificates.

• Liaising with suppliers and shipping lines for all Indonesia-bound cargo.

• Ensuring all export documents are accurate, complete, and distributed to the appropriate parties prior to shipment

• Follow and check Document Management checklist for each order

Qualifications:

• 5 years' experience in order entry, documentation, and coordination with suppliers and vendors.

• Experience with CRM/ERP systems (e.g., HubSpot, Salesforce, Oracle) is advantageous.

• Strong background in shipping and logistics, with exposure to global clients or customers.

• Experience in international trade, freight forwarding, logistics, or meat/food exports is a plus.

• Excellent communication skills are essential, with the ability to interact confidently and professionally with Australian suppliers, customers, and internal stakeholders