Operations Coordinator – Automotive Logistics
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Job Description
Operations Coordinator managing vehicle sourcing, international exports and imports, customer updates, and bookkeeping. Supporting an automotive business across Australia, the UK, Indonesia, and other markets.
Responsibilities:
- Oversee and coordinate daily operational tasks to ensure smooth and efficient business functioning
- Manage basic accounts, track expenses, process payments, and maintain accurate financial records
- Handle customer communication via email, phone, or messaging platforms, addressing inquiries and resolving issues
- Coordinate logistics, including scheduling, shipment or delivery tracking, and related documentation
- Maintain organized records of transactions, customer interactions, and operational activities
- Support bookkeeping through invoicing, simple account reconciliation, and financial documentation
- Identify opportunities to improve operational processes and workflows
- Liaise with stakeholders to ensure timely completion of operational and logistical tasks
- Coordinate end-to-end logistics for vehicle exports and imports across multiple international markets
- Arrange vehicle collection, domestic transportation, shipping yard delivery, and final customer delivery
- Liaise with shipping agents, customs brokers, freight providers, and transport partners regarding documentation and shipment schedules
- Track vehicle movements and provide shipment updates to vehicle owners and stakeholders
- Manage bills of sale, export clearances, inspection reports, and shipping paperwork
- Assist in developing and implementing SOPs, systems, workflows, and operational best practices
- Research vehicles through online marketplaces and auction platforms
- Coordinate with sellers regarding vehicle condition, availability, and documentation
- Arrange vehicle inspections and support the purchase process
- Coordinate post-purchase logistics through shipment and customer delivery
- Maintain records of vehicle sourcing, purchases, and shipment milestones
- Assist with bookkeeping administration using Xero or similar cloud-based accounting software
- Reconcile expenses, record receipts, monitor invoice payment status, and assist with payment follow-ups
- Communicate with suppliers, customers, service providers, and logistics partners across Australia, the United Kingdom, Indonesia, and other markets
- Participate in customer communications and provide operational updates
- Support relationship management with vehicle owners during shipping and delivery
Requirements:
- Minimum 3-5 years of experience in Operations Coordination, Logistics Coordination, Supply Chain, Project Coordination, or Operations Management
- 3+ years of experience in operations, administrative, or related support roles, or related experience
- Familiarity with basic bookkeeping practices and accounting principles
- Proficiency in common office and communication tools, including Microsoft Office, Google Workspace, and email/messaging platforms
- Strong verbal and written communication skills, with a customer-focused approach
- Excellent organizational and multitasking abilities, with strong attention to detail
- Demonstrated experience coordinating multiple stakeholders, timelines, and operational activities
- Experience working with freight, shipping, imports/exports, logistics providers, or transportation-related operations highly preferred
- Strong ability to manage and prioritize multiple tasks in a fast-paced environment
- Proven experience using business software, operational systems, CRMs, project management tools, or cloud-based platforms
- Strong written and verbal English communication skills
- Comfortable speaking with international stakeholders via phone, email, and messaging platforms
- Self-motivated, proactive, and capable of working independently in a remote environment
- Able to identify process improvement opportunities and contribute to building operational systems and procedures
- Previous experience in automotive, logistics, transportation, freight forwarding, import/export, or vehicle-related industries highly preferred
- Exposure to Xero or similar accounting software highly preferred
- Experience with project management platforms such as Asana, Slack, Monday.com, ClickUp, or similar systems highly preferred
- Experience working with international customers and suppliers highly preferred
- Sales, account management, or business development exposure highly preferred
- Genuine interest or passion for cars, automotive culture, or vehicle trading activities highly preferred
Benefits:
- HMO, Dental, and Life Insurance for you and one free dependent from day one
- Option to enroll additional dependents
- Paid Birthday, Vacation, Medical, and Maternity Leaves
- Up to 6 Vacation Leaves are convertible to cash on your anniversary
- Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!
- Work-from-home arrangement
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