Operations Coordinator

This is a remote position.
Position Summary:

Australia’s leading hand-crafted rug company is seeking a detail-oriented and organised 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, great Excel skills, experience with Xero accounting software is a plus, 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

- Organise and track freight shipments to ensure timely delivery.

- Solve delivery issues with freight partners.

- Work with freight carriers to maintain good service and pricing.

- Analyse shipping costs to find savings.

- Book freight with suppliers and agents.

2. Data Entry & Order Management

- Create and manage spreadsheets for reports.

- Process and update online orders.

- Enter and verify order and shipment details accurately.

- Keep order statuses current in the system.

3. Cost Analysis & Reporting

- Analyse shipping and project costs to suggest savings.

- Create cost and performance reports using XERO.

- Update reports regularly to track key metrics.

4. Invoicing & Billing (XERO or similar)

- Enter supplier costs and manage invoices in XERO.

- Handle billing tasks and produce financial reports.

5. Supplier Management & Quality Control

- Set up new suppliers and ensure proper documentation.

- Check supplier reports for accuracy and compliance.

- Work with suppliers to ensure timely, quality deliveries.

6. Administrative & Operational Support

- Keep records organised (reports, spreadsheets, supplier info).

- Help the operations team with daily admin tasks.

- Update the CRM system with order and customer info.

Requirements

- Experience in Operations, logistics, or a coordination role for at least 2 years is required.

- Experience using the following software:
- XERO accounting software or similar (invoicing, billing, reporting) is a plus

- Google Workspace (Docs, Sheets, Slides)

- Microsoft Office Suite

- Highly proficient in Excel

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

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

- Knowledge of logistics and supply chain processes.

- Analytical mindset with the ability to interpret and act on data trends.

- Strong data entry skills and attention to detail.

Key Competencies:
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Organisation: Ability to manage multiple tasks and priorities in a fast-paced environment.

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Attention to Detail: High level of accuracy in data entry, order processing, invoicing, and reporting.

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Problem-Solving: Strong critical thinking skills to identify and resolve logistical or operational challenges.

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Communication: Excellent verbal and written communication skills to collaborate with internal teams and external partners.

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Teamwork: A collaborative approach to working with cross-functional teams.

Work Environment & Expectations While this is a work-from-home position, it is important to note that this is a full-time role—not a freelance or flexible-hour arrangement. You will be expected to work a fixed shift and maintain a high level of professionalism and accountability, just as you would in an office environment. ✅ This role requires: • Discipline and commitment to set working hours (strict shift times, not flexible) • Use of time tracking software during work hours • Active participation in team and client calls with your camera ON • Consistent availability and responsiveness throughout your shift • Treating this as a long-term, full-time job—not a side gig or freelance task ⏱ Payroll is processed bi-monthly. We’re looking for someone who values structure, is dependable, and thrives in a role that provides consiste