Operations Coordinator

Ctrack Pty Ltd; Sydney; On-site; AUD 60,000 - 90,000; Full time

Job summary

Ctrack Pty Ltd in Sydney seeks an Operations Coordinator to oversee daily hardware installation scheduling, order processing and inventory control for a national service footprint.

You will coordinate installers, manage job allocations, track shipments, prepare devices for deployment, and maintain data in Dynamics 365 and other CRMs to support reliable service delivery. Strong organisational skills and clear communication are essential.

Qualifications

• Experience with telematics hardware configuration and installation processes.
• Proficiency in maintaining stock records and order processing.
• Ability to reconcile data across CRM/ERP systems.

Responsibilities

• Schedule and book installations with customers, installers, and dealerships, ensuring appointments align with hardware availability and capacity.
• Allocate jobs to installers and manage telematics hardware scheduling and installation.
• Communicate requirements, updates, and next steps to customers and installers.
• Verify order details, hardware requirements and customer information are correctly captured.
• Coordinate with Sales to confirm order details and resolve discrepancies before scheduling.
• Configure, program, and prepare hardware devices for installation and deployment.
• Maintain stock records across storage locations and perform regular stock counts.
• Record receipts and verify incoming goods against POs in the inventory system.
• Use Dynamics 365 and CRM systems to maintain installation data, sales orders, and customer records.

Skills

Telematics hardware

Device configuration

Installation workflows

Inventory control

Dynamics 365 CRM

Data cleaning

Customer communication

Tools

Excel

ERP/WMS

Dynamics 365

Job description

The Operations Coordinator oversees daily hardware installation, sales order processing and inventory management, ensuring smooth scheduling, accurate hardware fulfilment, and clear communication with customers, installers, and internal stakeholders. The role includes scheduling and booking installations, managing job allocation, tracking shipments, configuring and preparing hardware for deployment, processing sales orders, maintaining accurate stock records across storage locations, resolving operational issues, and keeping clean data across Dynamics 365 and other CRM systems to support reliable national service delivery. The Operations Coordinator is also accountable for the physical stock assigned to them and must follow company procedures for stock handling, reconciliation and reporting.

Key responsibilities

Schedule and book installations with customers, installers, and dealerships, ensuring appointments align with hardware availability and installer capacity

Allocate jobs to installers and manage the telematics hardware scheduling and installation

Communicate clearly with customers and installers regarding requirements, updates, and next steps

Check and ensure all order details, hardware requirements, and customer information are correctly captured

Liaise with the Sales team to confirm order details and resolve any discrepancies prior to scheduling

Configure, program, and prepare hardware devices ready for installation and deployment

Maintain accurate and up-to-date records of all stock on hand across all storage locations

Perform daily, weekly and monthly stock counts and reconcile physical stock with system stock

Check and verify incoming goods against purchase orders and record all receipts in the inventory system

Work within Dynamics 365 and other CRM systems to record and maintain accurate installation data, sales orders, and customer records

About you

Strong understanding of telematics hardware, device configuration, and installation workflows

Confident performing hardware run-up, programming, and testing prior to installer dispatch

Experience in inventory control, warehouse operations or stock management

Basic understanding of stock management systems (ERP/WMS/spreadsheets)

Ability to lift and handle stock safely

Proficient in Dynamics 365 and CRM systems for processing sales orders and recording installation data

Skilled in maintaining operational trackers, reconciling IMEIs, and cleaning large datasets

Clear and professional communication with customers, installers, leasing partners, and internal teams

Highly organised with consistent follow-through and attention to detail

Reliable, accountable, and able to work independently