Operations Coordinator – Automotive Logistics

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Supervise and coordinate daily operational activities to guarantee smooth and effective business operations.

• Manage fundamental accounting tasks, monitor expenses, process payments, and uphold precise financial records.

• Handle customer interactions through email, phone, or messaging platforms, addressing inquiries and resolving issues.

• Organize logistics, encompassing scheduling, shipment or delivery tracking, and associated documentation.

• Keep well-organized records of transactions, customer communications, and operational activities.

• Assist with bookkeeping through invoicing, basic account reconciliation, and financial documentation.

• Identify opportunities to enhance operational processes and workflows.

• Communicate with stakeholders to ensure timely execution of operational and logistical tasks.

• Oversee end-to-end logistics for vehicle exports and imports across various international markets.

• Arrange for vehicle collection, domestic transportation, shipping yard delivery, and final customer delivery.

• Collaborate with shipping agents, customs brokers, freight providers, and transport partners concerning documentation and shipment schedules.

• Monitor vehicle movements and provide shipment updates to vehicle owners and stakeholders.

• Manage bills of sale, export clearances, inspection reports, and shipping documents.

• Assist in the creation and implementation of SOPs, systems, workflows, and operational best practices.

• Research vehicles via online marketplaces and auction platforms.

• Coordinate with sellers about vehicle condition, availability, and documentation.

• Organize vehicle inspections and support the purchasing process.

• Coordinate logistics after purchase through shipment and customer delivery.

• Maintain records of vehicle sourcing, purchases, and shipment milestones.

• Assist with bookkeeping tasks using Xero or similar cloud-based accounting software.

• Reconcile expenses, document receipts, monitor invoice payment statuses, and assist with payment follow-ups.

• Communicate with suppliers, customers, service providers, and logistics partners across Australia, the United Kingdom, Indonesia, and other regions.

• Engage in customer communication and provide operational updates.

• Support relationship management with vehicle owners during shipping and delivery.

⛳️ Requirements

• A minimum of 3-5 years of experience in Operations Coordination, Logistics Coordination, Supply Chain, Project Coordination, or Operations Management.

• At least 3 years of experience in operations, administrative, or related support roles, or similar experience.

• Knowledge of basic bookkeeping practices and accounting principles.

• Proficient in commonly used office and communication tools, including Microsoft Office, Google Workspace, and email/messaging platforms.

• Strong verbal and written communication skills, with a focus on customer service.

• Excellent organizational and multitasking skills, with a keen attention to detail.

• Proven experience coordinating multiple stakeholders, timelines, and operational tasks.

• Experience with freight, shipping, imports/exports, logistics providers, or transportation-related operations is highly preferred.

• Strong capability to manage and prioritize multiple tasks in a fast-paced environment.

• Demonstrated experience using business software, operational systems, CRMs, project management tools, or cloud-based platforms.

• Strong written and verbal communication skills in English.

• Comfortable communicating with international stakeholders via phone, email, and messaging platforms.

• Self-driven, proactive, and able to work independently in a remote setting.

• Able to identify opportunities for process improvements and assist in building operational systems and procedures.

• Previous experience in automotive, logistics, transportation, freight forwarding, import/export, or vehicle-related industries is highly preferred.

• Familiarity with Xero or similar accounting software is highly preferred.

• Experience with project management platforms such as Asana, Slack, Monday.com, ClickUp, or similar systems is highly preferred.

• Experience working with international customers and suppliers is highly preferred.

• Exposure to sales, account management, or business development is highly preferred.

• A genuine interest or passion for cars, automotive culture, or vehicle trading activities is 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.