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.