Offer summary

Qualifications:

2+ years of experience in operations, logistics, or coordination role., Proficiency in XERO accounting software, Google Workspace, and Microsoft Office Suite., Strong data entry skills with attention to detail and familiarity with freight planning., Analytical mindset with advanced Excel skills for data interpretation..

Key responsabilities:

Plan and coordinate freight shipments, ensuring timely delivery and cost-effectiveness.

Manage data entry for analytical reports and process online orders accurately.

Conduct cost analysis and produce detailed reports using XERO for operational insights.

Support supplier management and maintain operational documentation as needed.

Job description

This is a remote position.

Position: Operations Coordinator

Working in Sydney time-zone:

Monday to Thursday: 8:30 am – 5:00 pm with 30 min unpaid break

Friday: 8:00 am – 4:00 pm with 30 min unpaid break

Position Summary:

We are seeking a detail-oriented and organized Operations Coordinator to join our team. This

role will be responsible for managing various aspects of operational support, including freight

planning, data entry, invoicing, and supplier management. The ideal candidate will possess

strong analytical skills, experience in XERO accounting software, and the ability to manage

multiple tasks efficiently. This is a fast-paced position that requires expertise in operational

processes, supplier coordination, and report generation.

Key Responsibilities:

1. Freight Planning & Coordination

o Plan, schedule, and coordinate freight shipments to ensure timely and cost-

effective delivery.

o Track freight movements, address delays or issues with logistics partners

proactively.

o Maintain and manage relationships with freight carriers, ensuring service

quality and competitive rates.

o Prepare and analyze freight cost data to identify potential savings

opportunities.

o Handle freight bookings with suppliers and freight agents.

2. Data Entry & Order Management

o Set up spreadsheets and manage data entry for analytical reports.

o Manage and process online orders, ensuring timely updates and

communication with internal and external teams.

o Accurately process and enter data related to customer orders, freight details,

and project information.

o Verify data accuracy and resolve discrepancies.

o Monitor and update order statuses in internal systems.

3. Cost Analysis & Reporting

o Conduct project and freight cost analysis, identifying trends and

recommending cost-saving measures.

o Produce detailed reports using XERO accounting software, providing insights

into operational costs, freight expenses, and project performance.

o Collaborate with the finance team to ensure accurate budget tracking and

forecasting.

o Manage and update reports regularly to provide visibility into key

performance indicators (KPIs).

4. Invoicing & Billing in XERO

o Manage supplier cost data entry in XERO accounting app.

o Handle invoicing and billing processes within the XERO platform.

o Generate and produce reports out of XERO for management and financial

reviews.

5. Supplier Management & Quality Control

o Complete new vendor forms and onboard suppliers, ensuring all

documentation is accurate.

o Review and check supplier quality control reports for accuracy and

compliance.

o Collaborate with suppliers to ensure timely deliveries and adherence to quality

standards.

6. Administrative & Operational Support

o Maintain operational documentation, including reports, spreadsheets, and

supplier records.

o Support the operations team with administrative tasks as required.

o Provide assistance in updating and managing the CRM platform for order and

customer tracking.

Qualifications:

Required Skills and Experience:

Software Proficiency:

o XERO accounting software (invoicing, billing, reporting)

o Google Workspace (Docs, Sheets, Slides)

o Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)

o CRM systems (e.g., Salesforce, HubSpot)

Experience in Operations:

o 2+ years of experience in an operations, logistics, or coordination role.

Freight & Data Management:

o Familiarity with freight planning, supplier coordination, and cost analysis.

o Strong data entry skills and attention to detail.

Preferred Skills:

Knowledge of logistics and supply chain processes.
Advanced Excel skills (pivot tables, VLOOKUP, data visualization).
Analytical mindset with the ability to interpret and act on data trends.

Key Competencies:

Organization: Ability to manage multiple tasks and priorities in a fast-paced environment.
Attention to Detail: High level of accuracy in data entry, order processing, invoicing, and reporting.
Problem-Solving: Strong critical thinking skills to identify and resolve logistical or operational challenges.
Communication: Excellent verbal and written communication skills to collaborate with internal teams and external partners.
Teamwork: A collaborative approach to working with cross-functional teams.