DOCUMENTATION AND ORDER ENTRY OFFICER

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.

• Health Insurance/HMO
• Enjoy unlimited MadMax Coffee
• Diverse learning & growth opportunities
• Accessible Cloud HR platform (Sprout)
• Above standard leaves

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
  despatch.
• 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.

• 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.

• Excellent Communication Skills
• Attention to Detail
• Time Management
• Background in international trade, freight forwarding, logistics, and meat/food export operations.
• Experience processing and managing invoices with accuracy and attention to detail.
• Prior experience working in the shipping and logistics industry.
• Proficient in using CRM and ERP systems, including HubSpot and Fronto.
• Experience with order entry, documentation management, and supplier/vendor coordination.