Job Overview

Our client is looking for a detail-oriented and reliable Specialist to oversee 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 - 6:00 PM Australian Eastern Time, with 30 minutes unpaid break (37.5 work hours per week)

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.
• Assist with vehicle acquisitions (if required) and stock processing administration.
• Complete other administrative and ad hoc duties as directed by Management.

Requirements

• 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.
• 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.
• High level of data accuracy with the ability to maintain the integrity of vehicle records across multiple business systems.
• 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 cross-functional 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.
• Flexible and adaptable, with the ability to respond positively to changing business priorities and operational requirements.

Performance Expectations

• Daily Stock Processing: All vehicle purchases and sales are stocked into and out of Eclipse accurately on the day they are received, with no backlog remaining at the close of each business day unless approved.
• Creditor Invoice Processing: Invoices are entered against the correct vehicle stock number on the day received, ensuring correct vehicle profitability reporting.
• Stock Integrity: Stock movements, crunches, and bounces are processed within agreed timeframes, with system records accurately reflecting physical status and discrepancies communicated immediately.
• Communication & Responsiveness: Internal emails, Teams messages, and staff requests are acknowledged or responded to within two (2) business hours during rostered working hours.
• Attendance & Availability: Reliable timekeeping, advance communication of breaks/scheduled leave, and the ability to work effectively in a remote environment.
• Accuracy & Quality: Consistently high accuracy with minimal processing errors, exceptional attention to detail, active identification of workflow improvements, and quick learning of new systems.
• Teamwork & Professionalism: Strong cross-team collaboration, full task ownership, and strict adherence to confidentiality and company policies.
• Continuous Improvement: Fast learning of processes, effective use of SOPs/training resources, and active contribution to operational efficiency.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

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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When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.