Administrative Coordinator
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
Role type
Supply Chain and Logistics
Role
Others
Locations
Uptown Place, Bonifacio Global City, Taguig
Remote status
Hybrid
Work Schedule
05:00am - 02:00pm Manila
Shifting Schedule?
Yes
Shifts with Daylight Savings?
Yes
About Satellite Office
Satellite Office partners with some of the world’s leading brands to build high-performing offshore teams based in the Philippines. Our people work directly with international clients in roles that are meaningful, challenging, and rewarding. Whether you’re in customer service, IT, digital marketing, finance, or creative design, you’ll be empowered to do your best work, and build a career you can be proud of.
At Satellite Office, we’re committed to creating a workplace unlike any other, fostering growth through engaging employee programs, continuous learning and development, team-building experiences, company-wide celebrations, and world-class office spaces.
Why You'll Love Working Here:
🌟
You’re Valued.
You won’t just be a number. You’ll be part of a close-knit, collaborative team where your contributions matter.
🚀
You’ll Grow.
From day one, you’ll have access to learning opportunities, mentoring, and support to help you reach your full potential.
🎉
You’ll Belong.
We’re proud of our vibrant and inclusive culture, filled with team-building events, company-wide celebrations, wellness programs, and more.
🏢
You’ll Work in Style.
Our world-class offices are located in premium business hubs like BGC and Ortigas. Modern, comfortable, and designed to bring out your best.
💼
You’ll Work with Global Brands.
We match you with top international clients where you’ll work directly with their teams and make a real impact.
Whether you’re starting a new chapter or growing in your profession, Satellite Office is where you’ll find more than just a job. You’ll find a career you can be proud of.