Stock & Fleet Coordinator

About the role

Heartland Motors, a leading Sydney automotive retail group, is looking for a Stock & Fleet Coordinator to join its Blacktown Head Office team. Reporting to the Supply Chain Analyst, the role manages vehicle inventory, coordinates fleet orders and supports stock availability across dealerships. It is a varied, hands-on coordination role working closely with the Stock Control and Sales teams, as well as external suppliers and clients.

Key responsibilities

• Process fleet vehicle orders, allocations, registrations and invoicing
• Maintain accurate vehicle stock records, pricing and inventory information
• Coordinate vehicle sourcing, dealer transfers and incoming stock
• Liaise with sales teams on vehicle availability, delivery dates and order progress
• Arrange vehicle preparation, accessory fitting and transport
• Prepare registration paperwork, CTP documentation and client delivery reports
• Process supplier invoices and reconcile stock records across internal and manufacturer systems
• Maintain Excel spreadsheets, fleet reports and vehicle order records
• Follow up with suppliers, transport providers and internal teams to resolve stock or delivery issues

Required profile

• Ideally previous experience in automotive stock control, fleet administration or a similar role
• Strong organisational skills and excellent attention to detail
• Ability to manage competing priorities and meet deadlines
• Excellent communication skills and a customer-focused approach
• Proactive attitude with strong problem-solving and follow-up skills
• Ability to work independently within a supportive team

Required skills

• Confidence with Excel, reporting systems and vehicle records
• Experience coordinating vehicle orders, registrations, invoicing or deliveries
• ERA/Pentana, manufacturer portals, Service NSW registrations or fleet reporting systems are highly regarded

What we offer

• Stable, full-time position with an established automotive group
• Supportive team environment at the Blacktown Head Office
• Exposure to multiple leading automotive brands
• Varied responsibilities across stock control and fleet operations
• Career development opportunities