Purpose of the Position:

This position oversees both financial and operational support duties, including accounts processing, reconciliations, vehicle logistics administration, stock control, and management of supplier and customer accounts. Working in partnership with buying, sales, operations, and accounting departments, the role facilitates the seamless processing of vehicle transactions. Given the live sales nature of the business, the role demands both rapid execution and precise attention to detail.

Schedule:

• Monday to Friday, 10:00 am to 6:00 pm (Australian Eastern Time), with a 30-minute unpaid break (35 hours per week)

Key Responsibilities:

• Process all vehicle stock-ins and stock-outs accurately and within required timeframes.
• Process all vehicle purchase and sales tax invoices within the Dealer Management System (Eclipse).
• Process all vehicle stock movements, including crunches, bounces and stock adjustments, ensuring system accuracy at all times.
• Enter and allocate all creditor invoices against the correct vehicle stock number upon receipt.
• Reconcile vehicle purchase and sale values following amendments, supplier invoices and pricing adjustments.
• Reconcile all vehicle costs, including acquisitions, freight, detailing, repairs, maintenance and other associated expenses.
• Maintain accurate vehicle inventory records and ensure all stock records are complete, current and reflect the physical status of each vehicle.
• Ensure all vehicle costs are accurately allocated to support gross profit reporting and financial accuracy.
• Complete PPSR checks as required.
• Maintain electronic document control, ensuring all invoices, supporting documentation and correspondence are filed in accordance with company procedures.
• Assist with maintaining accurate creditor and debtor records.
• Work collaboratively with the Buying, Sales, Operations and Accounts teams to ensure the timely processing of all vehicle transactions.
• Complete other administrative duties as directed by Management.

Operations & Administrative Support:

• Assist with vehicle acquisitions (if required) and stock processing administration
• Maintain accurate records within the Dealer Management System (Eclipse)
• Support stock control processes and ensure system data accuracy
• Any ad hoc requirements as instructed by Management.
• Maintain a high level of accuracy and attention to detail at all times
• Ensure all tasks are completed within required timeframes with no backlog
• Take full ownership of your responsibilities and ensure follow-through
• Communicate proactively if there are any delays, issues, or support required
• File all invoices, required emails, and receipts electronically for compliance and audit purposes
• Complete ad hoc tasks as requested

Performance Expectations - What Success Looks Like:

The successful incumbent will consistently demonstrate the following outcomes:

• Daily Stock Processing
• All vehicle purchases and sales are stocked into and out of Eclipse accurately on the day they are received.
• No stock processing backlog remains at the close of each business day unless otherwise approved by Management.
• Vehicle records are complete, accurate and supported by all required documentation.

• Creditor Invoice Processing
• Creditor invoices are entered against the correct vehicle stock number on the day they are received.
• Vehicle costs, including freight, repairs, detailing and other supplier invoices, are allocated accurately to ensure correct vehicle profitability reporting.
• Stock Integrity
• Vehicle stock movements, crunches and bounces are processed accurately and within agreed business timeframes.
• System records accurately reflect the physical status and ownership of every vehicle.
• Discrepancies are identified promptly and communicated immediately to Management.
• Communication & Responsiveness
• Internal emails, Teams messages and requests from the staff are acknowledged or responded to within two (2) business hours during rostered working hours.
• Proactive communication is maintained when priorities change, assistance is required, or delays are anticipated.
• Attendance & Availability
• Timekeeping is reliable, with attendance recorded in accordance with BruntWork requirements.
• Lunch breaks and scheduled leave are communicated in advance, with approval sought after.
• Ability to work effectively in a remote environment while remaining engaged, responsive, and collaborative with the team.
• Accuracy & Quality
• Maintains a consistently high level of accuracy with minimal processing errors.
• Demonstrates exceptional attention to detail when processing financial information and vehicle records.
• Actively identifies opportunities to improve workflows, documentation and efficiencies.
• Ability to quickly learn new systems, processes and workflows with minimal supervision
• Teamwork & Professionalism
• Builds positive working relationships with the Buying, Sales, Operations and Accounts teams.
• Demonstrates ownership of assigned tasks from commencement through to completion.
• Maintains confidentiality of company information and complies with all company policies and procedures.
• Continuous Improvement
• Learns Melbourne Wholesale processes, systems and procedures quickly.
• Utilises SOPs and training resources effectively.
• Seeks clarification when required and contributes ideas that improve efficiency and accuracy.
• Commitment to identifying opportunities to improve processes, documentation and operational efficiencies while maintaining compliance with company procedures.

Skills, Knowledge & Competencies Required:

The successful candidate will demonstrate the following knowledge, skills and behaviours in the performance of their role:

• Exceptional attention to detail with the ability to process vehicle transactions, financial records and documentation accurately and consistently.
• Demonstrated experience in stock control, accounts administration or finance-related processing within a fast-paced environment.
• Strong organisational and time management skills, with the ability to manage competing priorities and consistently meet deadlines.
• Ability to accurately reconcile vehicle purchases, sales, creditor invoices and associated costs while identifying and resolving discrepancies promptly.
• High level of data accuracy with the ability to maintain the integrity of vehicle records across multiple business systems.
• Experience using Dealer Management Systems (preferably Eclipse) and proficiency in Microsoft Office applications, particularly Outlook and Excel.
• Excellent written and verbal communication skills, with the ability to communicate professionally and respond promptly to internal stakeholders.
• Ability to build positive working relationships with Buying, Sales, Operations, Accounts and Management teams in a remote working environment.
• Strong analytical and problem-solving skills, with the initiative to investigate issues and recommend practical solutions.
• Ability to work independently, manage workload effectively and take ownership of assigned responsibilities from commencement through to completion.
• Highly dependable, self-motivated and accountable, with a commitment to meeting agreed service standards and business expectations.
• Ability to maintain confidentiality and exercise discretion when handling commercially sensitive and financial information.
• Flexible and adaptable, with the ability to respond positively to changing business priorities and operational requirements.
• Commitment to following documented procedures, maintaining compliance with company policies and contributing to continuous improvement initiatives.
• Customer service mindset, recognising that timely and accurate processing directly supports the productivity of the Buying, Sales and Operations teams and contributes to the overall success.
• Ability to work within agreed service level expectations, responding promptly to internal requests and completing priority tasks within required timeframes.
• Demonstrates ownership and accountability by following tasks through to completion and proactively communicating any issues, delays or risks.
• Commitment to maintaining a high standard of data quality through regular self-checking and validation of work before completion.

Essential Experience:

The successful candidate will ideally possess:

• Previous experience in vehicle stock control, dealership administration or automotive accounts.
• Experience using a Dealer Management System (preferably Eclipse or a similar platform).
• Experience processing purchase and sales invoices.
• Experience reconciling vehicle costs and creditor invoices.
• Intermediate Microsoft Excel and Outlook skills.
• Experience working in a high-volume administrative environment.
• Excellent written English communication skills.

Performance Expectations:

Success in this role is measured by the accuracy, timeliness, and completeness of all stock processing activities.

The successful incumbent will ensure vehicle purchases, sales, creditor invoices and stock movements are processed daily with minimal errors, no unnecessary backlog, and proactive communication with the team.

The role is expected to operate with a high degree of ownership, professionalism, and accountability while contributing to continuous improvement across the business.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health insurance coverage for eligible locations

Note:

• Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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