Logistics & Admin Virtual Assistant (Remote)

Company Overview

PACK & SEND Ringwood is a trusted logistics and freight services provider based in Victoria, Australia, delivering reliable solutions for businesses and individuals who need to send anything, anywhere. As part of the broader PACK & SEND network, the business offers end-to-end services including packing, shipping, tracking, and delivery across local and international channels.

Known for its attention to detail and customer-first approach, the Ringwood franchise plays a key role in simplifying complex logistics for clients, combining hands-on service with efficient systems to ensure every shipment is handled with care and precision.

About the Role

You will assist with CRM administration, quoting, invoicing, and bookkeeping tasks, helping ensure that customers receive accurate pricing and a seamless experience from start to finish.

This role suits someone who enjoys working closely with business owners, takes pride in accuracy, and likes solving operational problems before customers ever notice them.

This role is being recruited by Clarke Point(www.clarkepoint.com), a premier Singapore-based agency dedicated to delivering global recruitment and staffing solutions, and is for a long-term, full-time Independent Contractor.

• Manage CRM systems including quote creation, shipment updates, customer communication logs, and accurate same-day record keeping across all operational systems
• Prepare accurate shipping quotes within 10-30 minutes where possible, generate invoices with accuracy targets above 98%, and process billing documentation while maintaining confidentiality of customer, pricing, and financial information
• Coordinate shipment tracking, proactively communicate updates to customers, and investigate shipment exceptions including delays, pricing discrepancies, missing PODs, or carrier escalations before they become customer issues
• Own the shipment tracking loop to ensure customers receive proactive updates without requiring follow-up or prompting
• Provide end-of-day task updates, maintain accurate operational records, and flag urgent issues, discrepancies, or delays before they impact customers or management
• Answer or monitor incoming calls professionally, take accurate messages when staff are unavailable, and maintain clear communication standards across customer interactions
• Coordinate with internal team members on job progress, priorities, and operational resolutions while ensuring strong visibility across all active jobs and workflows
• Assist with bookkeeping tasks using MYOB/Xero, support general administrative operations, and identify process improvements to streamline workflows and improve efficiency

What We’re Looking For

• Experience working as an Independent Contractor for an Australian, American or similar client
• 3+ years experience in administration, logistics, or similar role
• Strong attention to detail, data accuracy, organisation, and time management with the ability to manage multiple priorities independently in a fast-paced remote environment
• Excellent written, verbal, and phone communication skills with professional customer service etiquette and confidence handling customer interactions and message taking
• Experience using CRM systems, quote management tools, invoicing, and bookkeeping platforms including MYOB/Xero, Excel/Google Sheets, and carrier booking or tracking portals
• Comfortable learning new carrier portals, internal operating systems, and communication platforms quickly and efficiently
• Strong problem-solving ability with the confidence to identify operational issues early, escalate appropriately, and maintain clear documentation and notes to support operational continuity
• Able to work independently with minimal hand-holding by asking strong questions upfront, maintaining organised notes, and following through on responsibilities without repeated direction
• Demonstrates accountability, proactive communication, and consistent follow-through while maintaining accurate CRM records and clear operational visibility across active jobs
• Reliable internet connection and professional remote work setup

• Experience in logistics, freight, or courier industry
• Understanding of international shipping processes
• Exposure to Australian business operations
• Experience handling customer queries or support tasks
• Knowledge of pricing structures in logistics or freight
• Process improvement mindset
• Basic reporting and data analysis skills
• Experience with task management tools like Trello or Asana

Remote Work Setup Requirements

To ensure a smooth and professional remote working experience, candidates must have the following:

• A reliable computer or laptop
• Stable internet connection
• Quiet, dedicated home workspace suitable for remote work

• Detail-oriented: You take pride in accuracy and catch small errors before they become problems
• Reliable: You consistently deliver work on time without needing close supervision
• Organised: You manage multiple tasks and systems without things slipping through the cracks
• Proactive: You look for ways to improve processes rather than waiting for direction
• Calm under pressure: You stay composed when workloads increase or priorities shift

• ₱50,000 to ₱60,000 per month (depending on experience)
• Long-term, full-time Independent Contractor role
• ₱2,500 monthly health insurance allowance
• Fully remote, Monday to Friday, aligned with Australian business hours (with flexibility)

PACK & SEND Ringwood is based in Melbourne, Australia, thus the work hours will follow Melbourne time (GMT +10) with some flexibility.

How to Apply

For your application to be considered, please submit the following:

• Your resume.
• A cover letter (maximum of one page) explaining why you are suitable for this role. Include an overview of how your experience aligns with what we are looking for, as well as your experience working as a full-time independent contractor or in a remote role for international companies. At the top of the cover letter, address it to "ATTENTION: CLARKE" in capital letters.
• Please submit your application only through this JobStreet advertisement. To ensure a fair recruitment process, candidates who contact the client company or Clarke Point directly regarding this role will have their application disqualified.