Operations Coordinator

This is a remote position.

Philippine-based Filipino Applicants.

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.

• 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:

• Organisation: Ability to manage multiple tasks and priorities in a fast-paced environment.
• Attention to Detail: High level of accuracy in data entry, order processing, invoicing, and reporting.
• Problem-Solving: Strong critical thinking skills to identify and resolve logistical or operational challenges.
• Communication: Excellent verbal and written communication skills to collaborate with internal teams and external partners.
• 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 consistency and clarity. If you're seeking stability and a team that appreciates reliability, we'd love to hear from you.

1. Monthly Salary: Php 35,000

2. Salary will be paid on a bi-monthly basis on the 15th and 30th or 31st of each month

3. You will be paid extra for overtime and Philippines public holidays

4. Probation: 6 months and after Probation

10 days annual leave credits

5 days of sick leave

5. HMO offered after 6-months probation

6. 13th Month Pay after 30 days

7. Laptop provided after 30 days

8. Permanent work-from-home role. You will have to use your own internet.

9. Annual Appraisal

10. Shift Times: 6:30AM to 3:30PM Philippine time, Monday to Friday