Logistics Coordinator

OVERVIEW

The National Gallery of Australia is seeking a proactive and organised NGA level 5 Logistics Coordinator to provide exceptional non-art storage and logistics support, with a strong focus on business continuity, service excellence, safety and security.

This role will be responsible for the co-ordination of our regular fortnightly non-art storage truck runs and any ad hoc runs required. You will be the primary point of contact and contract manager for the non-art storage and logistics provider and other key suppliers and liaise with relevant teams across the Gallery who access and utilise the services.

This role will also support day-to-day mail and administrative functions such as mail distribution, support for courier bookings, printing and paper stock and other general administrative duties. It will also include supporting the organisation with organising couriers and mail distribution which occurs 3 days a week on Mon/Wed/Fri 9:30am pick up and 2:30pm drop off within the Gallery building and includes mild physical duties.

This position is ideal for someone who is team orientated, and service focused with a positive approach to work and an interest in logistics and working at a cultural institution.

This position reports to the EL1 Information and Data Manager and will work closely with stakeholders across the Gallery.

The key duties of the position include:

WHAT WILL YOU DO?

In accordance with the APS 5 work level standards, you will have the following key responsibilities:

1. oversee the day-to-day operations of National Gallery non-art delivery and storage, incoming and outgoing mail and couriers, and associated systems, processes and resources to ensure they meet the needs of the Gallery
2. undertake mail services including booking domestic and international couriers, tracking parcels, distributing Aust Post mail and supporting management of returned mail
3. work with records management team to support activities such as preparing hardcopy files for transport, packing or digitisation, and promoting digital recordkeeping practices
4. provide support and guidance to National Gallery staff regarding requests for non-art items to be delivered to the Gallery or moved into storage
5. manage the coordination and scheduling of all non-art truck deliveries and collections, sequencing them effectively to optimise shared loading bay usage. This includes meeting relevant delivery trucks, escorting external contractors through National Gallery spaces when required, and ensuring all necessary security clearances are obtained and relevant teams are informed
6. update non-art movement information on the Collections Management System (CMS), ensuring all locations are accurate and updated in a timely manner. You'll also undertake stocktakes of non-art assets, maintain up-to-date inventories, and generate reports as required
7. Administration and implementation of contract requirements, in consultation with the Contract Manager, for non-art storage and logistics services. This includes having oversight of key performance indicators and service delivery, ensuring all inventory management and associated reporting is completed in a timely manner, and distributing reports to stakeholders as required.
8. develop and maintain standard operating procedures and guidance related to logistics and mail services coordination at the Gallery
9. ensure appropriate levels of printing materials are maintained, including Gallery-branded stationery, paper, and envelopes. You will monitor printer paper levels across the Gallery and place orders as required
10. monitor and review service delivery, identifying and implementing process improvements to enhance the efficiency and effectiveness of logistics and mail services.

Eligibility

Citizenship – To be eligible for employment with the Gallery, you must be an Australian citizen.

Police Check – to be eligible for this role you must complete a police check.

ADDITIONAL INFORMATION

• Driver's License - a current C Class driver's license is desirable, as occasional travel between National Gallery locations in Canberra may be required.
• Successful candidates will be required to pass a health assessment conducted by the authorised medical practitioner appointed by the Gallery, giving consideration to duties and job-related tasks.

Notes

HOW TO APPLY

To apply for this role please go to the National Gallery's Careers portal.

You should provide a tailored CV (maximum of three pages) along with a statement of no more than two pages that outlines your skills, capabilities and experience, against the information above.

In your statement response you should keep in mind the capabilities and behaviours required to be successful for this role, as identified in the information above. Try not to duplicate information that can be found in your CV but do highlight any specific examples or achievements that demonstrate your ability to perform the role.

CONTACT

Further information about the position may be obtained by contacting Nasim Iqbal, Information and Data Manager on or via email at

Getting to know the National Gallery of Australia

The National Gallery is one of Australia's leading visual arts institutions. The National Gallery is based in Canberra and is a vital part of the Australian cultural landscape. Our Purpose is to collect, preserve, promote and share the national collection of art. The Vision of the National Gallery is to be the international reference point for art in Australia, inspiring all people to explore, experience and learn. Our Values include Boldness, Integrity, Respect, and Excellence.