Bilingual Sales & Order Coordinator – Mandarin/English

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.

We are looking for an organised, reliable and detail-oriented bilingual coordinator to manage customer enquiries and orders from initial enquiry and quotation through to production and final delivery.

Many of our orders are custom-made and involve different sizes, materials, printing and artwork requirements. The successful candidate will need to understand customer requirements, confirm specifications accurately and carefully follow orders through to completion.

This is not an entry-level role. Applicants should have relevant office-based experience and be capable of managing customer enquiries, quotations and orders with limited supervision after initial training.

The role currently focuses mainly on company-generated enquiries and existing customers. As the business develops, the successful candidate may also assist with proactive customer follow-up and other sales or business development activities.

Fluent spoken and written English and Mandarin Chinese are essential. You will communicate regularly with Australian customers in English and with manufacturers and suppliers in China in Mandarin.

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 customer enquiries

• Manage stock and custom packaging orders from enquiry through to final delivery

• Confirm product sizes, materials, printing requirements, artwork, quantities and lead times

• Arrange samples, printing proofs and customer approvals

• Prepare quotations, sales orders, invoices and related documentation

• Liaise with manufacturers and suppliers in China regarding pricing, specifications, artwork, production and delivery

• Monitor production progress and keep customers updated

• Coordinate sea freight, air freight and local delivery

• Follow up payments and assist with customer service and after-sales matters

• 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 role. However, approximately once every two to three weeks, you may be required to assist with warehouse-related tasks such as packing orders, moving cartons, preparing goods for dispatch and assisting with customer pickups.

Applicants should be comfortable undertaking these duties when required.

Skills & Experience

• Fluent spoken and written English

• Fluent spoken and written Mandarin Chinese

• 1–3 years of relevant office-based experience in sales coordination, customer service, order management, account support, importing, logistics or a similar role

• Strong organisational skills and attention to detail

• Ability to manage multiple enquiries and orders simultaneously

• Confidence preparing quotations, sales orders and invoices

• Competence in Excel, email and order management systems

• Experience in packaging, printing, manufacturing, importing or wholesale distribution will be highly regarded

• Reliable, proactive and customer-focused

• Comfortable assisting with warehouse duties when required

• Valid Australian full-time working rights

Salary & Commission

$75,000 per annum + 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 and work performance.

What We Offer

Stable, long-term full-time employment with Monday-to-Friday working hours, training in packaging products and custom order processes, and the opportunity to develop customer management, supplier coordination and sales experience within a growing business.

How to Apply

Please apply through SEEK with your current resume. A short cover letter outlining your relevant experience, English and Mandarin communication skills, Australian working rights and availability would be appreciated.