Shipping & Purchasing Coordinator

Role & responsibilities

• Place purchase orders (VPO / NPO) with overseas suppliers and check proforma invoices (PIs) for items, quantities, prices and dates before confirming.
• Follow up suppliers for cargo ready dates and shipment progress; report delays.
• Order replacement spares, incomplete parts and samples, and create the item and sample codes in NAV.
• Raise supplier claims for short, extra or damaged stock, and track credits and replacements.
• Answer product and part price enquiries from the customer service team.
• Book shipments with contract and market freight forwarders and keep the Booking Master File current.
• Check incoming manifests and packing lists, and record warehouse receipts in NAV.
• Arrange stock transfers between warehouses.
• Post stock adjustments, splits and transfers on written requests.
• Upload ETA and selling price updates in bulk (configuration packages, FileZilla).
• Keep order tracking files accurate for Australia and New Zealand.
• Weekly New Zealand stock on hand reports for customers (Wednesday).
• Weekly NZ purchase order status report and dashboard for management (Friday).
• Sample tracking report, Etika claim replacement (FOC) sheet and packing lists.
• Payment documents and payment ETA sheet for the Accounts team.

Preferred candidate profile

• 2+ years in shipping, import logistics, purchasing or supply chain administration.
• Good working knowledge of Microsoft Dynamics NAV / Business Central or a similar ERP.
• Strong Excel: VLOOKUP, filters, pivot tables and large data sets.
• Understanding of import documents: PI, commercial invoice, packing list, bill of lading.
• Clear written English for daily emails with overseas suppliers, forwarders and Australian / NZ teams.
• Accurate, organised and able to work to weekly report deadlines.
• Graduate in commerce, business or supply chain preferred.