Intermodal Logistics Assistant

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Position Overview
The Intermodal Logistics Assistant is a member of the Visy Logistics Centre of Excellence (CoE) in Vietnam, providing end-to-end administrative and systems support to Visy Logistics' Intermodal operations across Australia, covering wharf cartage, road and rail container movements between ports, customer sites and regional and interstate terminals.
Working primarily in CargoWise and other office-based systems, the role captures and validates customer orders, allocates and tracks road and rail legs through to completion, monitors automated order and execution workflows, and makes sure completed work is invoiced accurately and on time. The role works daily with the Australian intermodal operations teams, customers and transport partners, so a high standard of verbal and written English is essential. Accuracy, timeliness and clear communication in this role directly affect customer service, container availability at the wharf and on rail, and the timely recognition of revenue.
Key responsibilities
1. Order capture and job creation (CargoWise)
* Manage/maintain intermodal orders in CargoWise for Visy business customers, external customers
* Validate every order against the customer booking before entry: container numbers and sizes, vessel and voyage, availability and cut-off dates, release/PIN numbers, pick-up and delivery addresses, weights and any dangerous goods or special handling requirements.
* Follow up missing or inconsistent information with customers and site teams so that orders are complete before allocation and cut-off times.
2. Road and rail leg allocation and execution
* Allocate road and rail legs (wharf cartage, container park and last-mile deliveries) to the Visy fleet or approved subcontract carriers in CargoWise.
* Allocate and manage combined rail and road legs for regional and interstate rail movements, ensuring rail bookings, terminal slots and connecting road legs line up.
* Track each job through to completion and keep CargoWise milestones up to date: pick-up, gate in/out, rail departure and arrival, delivery, proof of delivery and empty container dehire.
* Identify and escalate exceptions early, such as vessel changes, missed slots, rail delays, and demurrage or detention risk, to the Australian operations team.
3. Automated workflow monitoring
* Monitor automated workflows to make sure transactions flow through correctly: order creation, rail leg allocation and execution, and leg execution.
* Identify and fix failed, rejected, duplicated or mismatched transactions, and step in manually so that no order or movement is missed.
* Log recurring issues and work with the CargoWise and IT support teams to find and fix root causes; support testing of workflow changes and new automations.
4. Accounts receivable (AR) invoicing
* Prepare and finalise AR invoices in CargoWise for completed jobs across the intermodal customer base.
* Make sure all charges are captured in line with customer rate agreements, including cartage, rail, fuel levy and accessorial charges such as waiting time, storage, port and terminal fees, and demurrage or detention recoveries.
* Reconcile job revenue and costs, clear unbilled work in progress, and meet month-end invoicing cut-offs.
* Investigate and resolve invoice queries and prepare credit notes for approval.
5. Reporting, data quality and administration
* Keep job records complete and accurate, including attaching supporting documents (bookings, delivery dockets, proof of delivery, equipment interchange receipts) in CargoWise.
* Prepare daily and weekly operational reports, such as open orders, unallocated legs and jobs not yet invoiced.
* Use related office systems as required, including Microsoft Excel, Outlook and Teams, customer portals, and port and container park systems (for example 1-Stop).
* Maintain standard operating procedures and suggest process improvements in line with the 6 Pillars of Delivery.
* Complete other administrative tasks as required to support the Intermodal operation.
6. Communication and stakeholder service
* Communicate clearly and professionally in English, both verbally and in writing, with Australian operations teams, depots, customers, and rail and road partners by phone, email and Teams.
* Respond to enquiries promptly, keep stakeholders informed of changes and delays, and provide clear shift handovers so nothing is missed between teams and time zones.
7. Health, safety, environment and compliance
* Follow Visy policies, the Code of Conduct, and information security and privacy requirements.
* Support Chain of Responsibility obligations by recording accurate container weights, dangerous goods details and delivery information that drivers and carriers rely on.