About VIVO Packaging
VIVO Packaging is an Australian packaging supplier based in Keysborough, Victoria. We provide stock and custom packaging solutions to businesses across Australia and work closely with overseas manufacturers to ensure product quality and timely delivery.
About the Role
We are seeking an organised, reliable and detail-oriented bilingual coordinator to manage customer enquiries and packaging orders from initial enquiry and quotation through to production and final delivery.
This is not an entry-level position. Applicants should have relevant office-based experience and be able to manage customer enquiries, quotations and orders with limited supervision after completing initial training.
The role currently focuses mainly on responding to company-generated enquiries, supporting existing customers and managing custom packaging projects. As the business grows, the successful candidate may also assist with proactive customer follow-up and other sales activities.
Many of our orders involve custom sizes, materials, printing and artwork requirements. Accuracy, attention to detail and consistent follow-up are essential.
Fluent Mandarin is required because the role involves regular communication with manufacturers and suppliers in China regarding product specifications, materials, artwork, pricing, production and delivery. Professional written and spoken English is also essential for communication with Australian customers.
Key Responsibilities
- Respond to customer enquiries by email, phone and in person
- Understand customer requirements and recommend suitable packaging products
- Prepare quotations and follow up enquiries and proposals
- Manage stock and custom packaging orders from enquiry through to delivery
- Confirm product sizes, materials, colours, printing requirements, artwork, quantities and lead times
- Arrange samples, printed proofs and customer approvals
- Prepare quotations, sales orders, invoices and related documentation
- Maintain accurate customer, enquiry and order records
- Follow up customer payments and assist with accounts receivable communication
- Handle customer service and after-sales matters professionally
- Communicate with manufacturers and suppliers in China regarding pricing, specifications, production and delivery
- Monitor production schedules and update customers on order progress
- Coordinate sea freight, air freight and local delivery arrangements
- Assist with stock monitoring, purchasing and replenishment
- Work closely with the sales, accounts, design and warehouse teams
- Assist with customer follow-up and other sales activities when required
Warehouse Assistance
This is primarily an office-based position. However, approximately once every two to three weeks, the employee may be required to assist with warehouse activities, including:
- Receiving incoming stock
- Moving cartons or goods onto pallets
- Preparing orders for dispatch
- Assisting with customer pickups
Applicants must be comfortable assisting with occasional warehouse and physical handling duties.
Skills and Experience
- Fluent English and Mandarin, both spoken and written
- High-level Chinese communication skills for dealing with manufacturers and suppliers
- 1–3 years of relevant office-based experience in sales coordination, customer service, order management, account support, importing, logistics or a similar role
- Candidates with two or more years of directly relevant experience will be highly regarded
- Experience in packaging, printing, manufacturing, importing or wholesale distribution is an advantage
- Strong organisational skills and attention to detail
- Ability to manage multiple enquiries and orders at the same time
- Confidence preparing quotations, sales orders and invoices
- Ability to accurately confirm detailed custom product specifications
- Competence in Excel, email and order management systems
- Reliable, proactive and customer-focused
- Comfortable assisting with occasional warehouse duties
- Valid Australian full-time working rights
Salary and Commission
Base salary: $75,000 per year + superannuation
Upon successful completion of the probationary period, the employee will be eligible to participate in the company’s commission scheme.
The applicable commission rate will be determined based on demonstrated capability, relevant experience, work performance and the company’s commission policy.
What We Offer
- Stable, long-term full-time employment
- Monday-to-Friday working hours
- Commission eligibility after successful completion of probation
- Training in packaging products, materials, printing and custom order processes
- A varied role with genuine responsibility and ownership
- A supportive team environment within a growing business
How to Apply
Please submit your current resume together with a short cover letter outlining:
- Your relevant office-based experience
- Your English and Mandarin communication skills
- Any experience dealing with custom products, manufacturers or overseas suppliers
- Your Australian working rights
- Your availability to commence work
Pay: $75,000.00 per year
Application Question(s):
- Which suburb do you currently live in, and are you able to commute to Keysborough regularly for this role?
- Are you comfortable assisting with warehouse-related tasks when required, including packing orders, moving cartons, dispatch support, and customer pickups?
- Are you fluent in both spoken and written Mandarin Chinese?
- Are you fluent in both spoken and written English?
Experience:
- sales coordination, order management or customer service: 1 year (Required)
Language:
- Chinese (Required)
- English (Required)
Work Authorisation:
Work Location: In person
