Position Purpose
The Administrative Coordinator - DC Bookings is responsible for receiving, reviewing, monitoring, scheduling, and confirming Distribution Centre (DC) booking requests. The role ensures the efficient coordination of inbound deliveries, maintains booking accuracy within relevant systems, and acts as the primary point of contact for Suppliers and internal stakeholders regarding DC appointments.
The position plays a critical role in supporting operational efficiency by ensuring bookings are managed in accordance with DC capacity, service requirements, and safety standards.
Key Responsibilities
DC Booking Management
Receive, process, and manage all inbound and DC booking requests.
Review booking requests for completeness, accuracy, and compliance with established booking requirements.
Accept, reject, or reschedule bookings based on DC operational capacity and business priorities.
Monitor booking schedules and proactively identify potential capacity constraints or conflicts.
Ensure booking information is accurately entered and maintained in relevant systems.
Maintain booking calendars, Inbound sheets and appointment schedules.
Stakeholder Communication
Serve as the primary contact for Suppliers and internal business stakeholders regarding DC bookings.
Communicate booking confirmations, amendments, cancellations, and scheduling requirements in a timely manner.
Escalate booking issues, delays, or service concerns to the appropriate operational teams.
Develop positive working relationships with external and internal stakeholders.
Operational Coordination
Liaise with warehouse, transport, DC Bookings and DC Helpdesk to align bookings with operational requirements.
Support the coordination of urgent, priority, and exception deliveries.
Monitor booking adherence and identify opportunities to improve scheduling efficiency.
Assist in managing daily booking volumes to optimise DC resources and throughput.
Reporting and Administration
Maintain accurate booking records and documentation.
Generate and distribute booking reports as required.
Monitor key performance indicators relating to booking compliance.
Assist with data entry, filing, and general administrative support functions.
Identify and report recurring booking issues and process improvement opportunities.
Compliance and Safety
Ensure all bookings comply with site operating procedures and safety requirements.
Maintain confidentiality and accuracy of operational information.
Follow company policies, procedures, and compliance standards.
Support continuous improvement initiatives within the DC operation.
Key Performance Indicators (KPIs)
Booking request turnaround time.
Booking accuracy rate.
On-time booking confirmation.
DC capacity utilisation effectiveness.
Reduction in scheduling conflicts.
Stakeholder satisfaction.
Supplier booking compliance.
Skills and Experience
Essential
Previous experience in an administration, logistics, transport, or supply chain support role.
Strong organisational and time management skills.
Excellent verbal and written communication skills.
High level of attention to detail and accuracy.
Ability to prioritise tasks in a fast-paced operational environment.
Proficiency in Microsoft Office Suite, particularly Outlook and Excel.
Strong customer service and stakeholder management skills.
Desirable
Experience working within a Distribution Centre, Warehouse, Transport, or Logistics environment.
Experience using Warehouse Management Systems (WMS), Transport Management Systems (TMS), or booking platforms.
Understanding of supply chain and freight scheduling processes.
Experience with reporting and data management.
Qualifications
Certificate III or IV in Business Administration, Logistics, Supply Chain, or equivalent experience (desirable).
Key Competencies
Customer Focus
Planning and Organisation
Communication and Influencing
Problem Solving
Attention to Detail
Collaboration and Teamwork
Adaptability
Continuous Improvement
At Satellite Office, we help businesses build high-performing offshore teams in the Philippines, enabling you to scale quickly, reduce costs, and boost efficiency.
We’re not your typical offshoring provider; we’re your strategic growth partner.
With over a decade of experience and more than 1,800 staff, we’ve helped companies like Send Payments, Uber, Chatime, HelloFresh, King Living, and Pet Circle grow by connecting them with top-tier talent across IT, finance, sales, marketing, operations, customer service, and beyond.
Unlike traditional offshoring or BPO models, with Satellite Office, your offshore staff works directly with you, reporting into your team and aligning with how you work from day one.
We've carefully chosen the Philippines for their strong English proficiency and Western-influenced culture, making communication easy and collaboration feel natural. Watch as your team integrates faster and works as one.
Why should you choose us?
✅ Top talent for any roles, tailored to you
Our expert recruiters source high-quality professionals who fit your exact business needs and culture, whether it's customer service, sales, IT, software development, finance, creative design, digital marketing, or back-office support.
✅ Fully managed, with expert support
We handle all the essentials — HR, payroll, IT, admin, and account management — so you can focus on your offshore team's performance, not paperwork.
✅ Premium office infrastructure
Your remote staff operates from state-of-the-art serviced offices equipped with advanced, reliable network infrastructure, ensuring seamless operations and collaboration.
✅ Hands-on leadership
With dedicated management teams in Australia, the US, and the Philippines, we provide local expertise, strategic insights, and ongoing support to ensure your offshoring journey succeeds.
Ready to see how offshoring can transform your business?
Visit our website or DM us for a free offshoring consultation.
