[Hiring] Operations Coordinator @Staff Domain Inc.

Role Description

Ready to do work that actually excites you? We are looking for an Operations Coordinator/Manager within logistics to oversee daily operational tasks, manage basic accounts, and serve as a key point of contact for customer communication and logistics coordination. The ideal candidate for this role should be highly organized, comfortable managing multiple operational and administrative functions simultaneously, and able to communicate clearly and effectively with customers and team members. This role is critical for ensuring smooth day-to-day operations, accurate financial record-keeping, and a positive, consistent customer experience.

• Oversee and coordinate daily operational tasks to ensure smooth and efficient business functioning.
• Manage basic accounts, including tracking expenses, processing payments, and maintaining accurate financial records.
• Handle customer communication via email, phone, or messaging platforms, addressing inquiries and resolving issues promptly.
• Coordinate logistics, including scheduling, tracking shipments or deliveries, and managing related documentation.
• Maintain organized records of transactions, customer interactions, and operational activities.
• Support basic bookkeeping tasks such as invoicing, reconciling simple accounts, and maintaining financial documentation.
• Identify opportunities to improve operational processes and workflows for greater efficiency.
• Liaise with relevant stakeholders to ensure timely completion of operational and logistical tasks.
• Maintain a professional, friendly, and approachable demeanor in all customer and team interactions.

Operations & Logistics Coordination

• 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 required documentation and shipment schedules.
• Track vehicle movements and proactively provide shipment updates to vehicle owners and stakeholders.
• Manage documentation requirements including bills of sale, export clearances, inspection reports, and shipping paperwork.
• Monitor operational workflows and identify opportunities to improve efficiency and scalability.
• Assist in developing and implementing SOPs, systems, workflows, and operational best practices.

Vehicle Sourcing & Project Coordination

• Research and identify vehicles available through online marketplaces and auction platforms.
• Coordinate communication with sellers regarding vehicle condition, availability, and documentation.
• Arrange vehicle inspections and support the purchase process.
• Work closely with the business owner to evaluate vehicle opportunities and manage sourcing activities.
• Coordinate post-purchase logistics through to shipment and eventual customer delivery.
• Maintain accurate records of vehicle sourcing, purchases, and shipment milestones.

Administration & Bookkeeping Support

• Assist with day-to-day bookkeeping administration using cloud-based accounting software such as Xero or similar platforms.
• Reconcile expenses and ensure receipts and supporting documentation are correctly recorded.
• Monitor invoice payment status and assist with payment follow-ups.
• Organize financial records and maintain accurate operational documentation.
• Support administration activities across multiple business functions.

Communication & Stakeholder Management

• Communicate confidently with suppliers, customers, service providers, and logistics partners across Australia, the United Kingdom, Indonesia, and other markets.
• Participate in customer communications when required and provide operational updates.
• Support relationship management with vehicle owners during the shipping and delivery process.
• Build strong working relationships with both internal and external stakeholders.

Qualifications

• 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 (e.g., Microsoft Office, Google Workspace, email/messaging platforms).
• Strong verbal and written communication skills, with a customer-focused approach.
• Excellent organizational and multitasking abilities, with strong attention to detail.
• Positive, personable attitude with a good sense of humor and ability to build rapport with customers and team members.
• Demonstrated experience coordinating multiple stakeholders, timelines, and operational activities.
• Experience working with freight, shipping, imports/exports, logistics providers, or transportation-related operations is highly preferred.
• Strong ability to manage and prioritize multiple tasks in a fast-paced environment.
• Excellent organizational skills with exceptional attention to detail.
• 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.

Requirements

• Previous experience in automotive, logistics, transportation, freight forwarding, import/export, or vehicle-related industries is highly preferred.
• Exposure to Xero or similar accounting software.
• Experience with project management platforms such as Asana, Slack, Monday.com, ClickUp, or similar systems.
• Experience working with international customers and suppliers.
• Sales, account management, or business development exposure.
• Genuine interest or passion for cars, automotive culture, or vehicle trading activities.

Benefits

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents).
• Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary).
• Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!

Company Description

If you're thinking, "this sounds like me," it probably is. Click apply. We can't wait to meet you.