Site Administrator

Site Administrator / Dispatch Coordinator We are Australia's premier importer and distributors of specialty foods and wines to the hospitality and retail markets. European Foods has over 60 years of experience across food service, manufacturing, retail, distribution and imports. The business is part of the privately owned Y Group, which also has interests in coffee, wine and hospitality. We currently have an exciting opportunity for candidates with warehousing experience to join our group on a Full Time basis About the Role We are seeking an organised, proactive, and confident Site Administrator / Dispatch Coordinator to support day‑to‑day warehouse and transport operations. This role suits someone with experience in dispatch, administration, transport planning, and basic leading hand duties . You will work closely with drivers, warehouse staff, and customer service teams to ensure smooth daily operations, accurate documentation, and efficient planning. This position requires someone who is comfortable taking initiative, maintaining workflow during busy periods, and confidently managing communication across multiple departments. Key Responsibilities Dispatch & Transport Coordination Assist with daily run planning, including allocating freight and coordinating driver schedules. Communicate ETAs, delivery issues, and delays to internal teams and external contacts. Manage bookings, pick‑up requests, and rerouting where required. Handle POD requests and ensure delivery paperwork is accurate and complete. Update transport systems including mapping, new customer setups, service windows, and manual entries. Administrative Duties Release orders, process invoices, and manage general admin tasks including scanning picks and sorting paperwork. Manage emails and phone enquiries from internal and external stakeholders. Complete payroll‑related data entry and administrative checks. Create and process credit notes where required. Customer & Internal Communication Respond to enquiries regarding late orders, back orders, missing stock, or order updates. Support with adjustments to delivery instructions, pick‑up requests, or location changes. Liaise with customer service and reps regarding ETAs, missing cartons, missed deliveries, or order changes. Communicate stock or administrative issues to relevant departments promptly. Warehouse & Operational Support Assist with freight coordination and general dispatch activities. Support staff movements between chillers and dry areas. Help resolve warehouse team issues and elevate where appropriate. Train and assist new staff on current policies and procedures. Ensure the office is closed and secured once sequencing and dispatch are completed. System & Data Management Use transport, routing, and dispatch systems to: Update routing information Make manual entries Submit carton corrections Enter pick‑up requests Manage marketplace orders, invoicing for specialised products, and coordination of transport as required. Skills & Experience We are looking for someone with: Experience in dispatch, transport coordination, or warehouse administration. Strong communication skills across phone and email. Solid understanding of freight processes and driver allocation. Ability to work independently, prioritise tasks, and handle busy periods confidently. Strong organisational and problem‑solving skills. Competency with transport or routing systems (experience with tools such as Omnitracs is a bonus but not essential). Leading hand experience or the ability to guide and support team members. High attention to detail with paperwork and data entry. What We Offer Supportive operations and warehouse environment. Opportunities to broaden skills across dispatch, planning, and administration. A role with variety, autonomy, and real impact on daily operations. Training provided for internal systems and processes. Please note this is a Monday to Friday role requiring shifts from 12:00pm to 8:00pm Candidates must have full working rights to apply. #J-18808-Ljbffr