Logistics Coordinator

Position Type: Part Time (20 hours per week) , with potential to transition into full-time

Location: Philippines (Remote)

Schedule: Monday-Friday, 11AM-4PM Melbourne Time (with optional weekend flexibility depending on workload cycle)

About the Company

Our client is a dynamic, award-winning practice providing mobile and telehealth speech pathology services across Victoria and nationally. Founded in 2017, they have grown to 40+ clinicians, 2,000+ active NDIS participants annually, and more than 105,000 sessions delivered.

They are known for innovation, quality care, and an exceptional team culture. They operate in a high-reform, high-accountability environment and are actively scaling from $2.4M toward $5M+ ARR. This role exists to protect the CEO's capacity to lead at the highest level.

About the Role

The Logistics Coordinator operates as a genuine operational partner and administrative engine of the practice.

You will be highly proactive, detail-oriented, and deeply involved in solving daily scheduling puzzles by balancing client care needs, clinician capacities, and commercial business priorities. You will anticipate scheduling bottlenecks before they arise, streamline matching systems, manage key operational workflows, and create capacity for the wider allied health network to scale efficiently.

You will join a globally distributed team. If you have a natural aptitude for puzzle-solving, exceptional English communication skills, and the confidence to maintain firm yet collaborative professional boundaries with internal team members, this role offers an opportunity to play a pivotal part in scaling the healthcare operations. They are looking for someone who proactively identifies what needs to be solved and takes ownership of it.

A significant component of this role also supports the operational rhythm and communication flow across a growing network. You will be responsible for keeping scheduling processes active, strategic, and always operating ahead of the next capacity constraint. This includes generating coordination efficiencies, communicating clearly across time zones, supporting team alignment through remote channels, and ensuring our operational delivery consistently reflects the standard we have built.

Responsibilities

1. Complex Scheduling & Clinician Matching

• Manage diary allocations across a multi-region clinician network, maintaining a standard ratio of approximately one coordinator to five full-time clinicians.

• Implement our internal traffic light system to match incoming clients to appropriate clinicians based on:

• Geographic location and travel feasibility

• Clinician diary availability and capacity

• Clinician clinical experience level

• Client presentation complexity

• Exercise operational autonomy in daily scheduling while following specific alignment directives from the Practice Manager when required.

2. Diary Optimization & Calendar Setup

• Build, structure, and balance complex daily diaries for incoming clinicians, with a strong focus on onboarding new graduate cohorts starting each February.

• Maintain complete visibility and real-time synchronization across shared team diaries in multiple Australian time zones.

3. Administrative Operations & Intake Handover

• Review and process client files received from the frontline reception intake team.

• Verify client funding blocks, service approvals, and administrative paperwork prior to booking initial consultations.

• Ensure all client records, appointment statuses, and billing allocations remain accurate and up to date.

4. Stakeholder Collaboration & Boundary Management

• Foster warm, positive, and productive working relationships with clinicians, practice managers, and global support staff.

• Act as an objective coordinator who balances clinician scheduling preferences with commercial business realities.

• Confidently communicate and hold operational policies and scheduling boundaries when handling internal requests.

Competencies and Qualifications

Must-Have

• At least 3 years of hands-on experience in a logistics, dispatcher, or high-coordination scheduling role.

• A genuine enthusiasm for logistical challenges, data-matching, and puzzle-like administrative problems.

• Near-native English fluency (both verbal and written), characterized by a bubbly, engaging, and polished professional demeanor.

• Demonstrated ability to say "no" constructively, negotiate scheduling trade-offs, and maintain firm standards under pressure.

• Prior experience in calendar management, dispatch, logistics coordination, or medical/allied health scheduling is highly advantageous.

• Precision in cross-referencing multi-variable criteria (funding limits, clinician competencies, travel zones) without errors.

• Fully equipped home-office setup with a reliable high-speed internet connection, backup power/connectivity solutions, and a modern computer.

What We Offer

• 100% Remote Work

• 13th Month Pay

• Healthcare (HMO)

• Comprehensive Fringe Benefits package

• Paid Service Incentive Leave (SIL)

• Paid Philippines Holidays

• Free Learning and Development Programs

Application Process

We understand that searching for a new job can be challenging, and we’re here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

Typically, the interview process includes a Recruiter Interview and Client Interviews, but this may vary depending on the role. Throughout each stage, we’ll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.