STOCK & FLEET Coordinator

Heartland Kia Castle Hill; Sydney; On-site; AUD 65,000 - 90,000; Full time

Job summary

Heartland Motors is seeking a motivated Stock & Fleet Coordinator to join our Blacktown Head Office team. The role combines fleet administration with stock control, supporting stock availability across our dealerships and coordinating fleet orders.

Reporting to the Supply Chain Analyst, you will manage vehicle orders, registrations, invoicing, and supplier communications, ensuring accurate records and timely deliveries.

Qualifications

• Experience in automotive stock control or fleet administration is essential.
• Strong organisational skills and attention to detail are required.
• Proficiency with Excel and vehicle records systems is expected.

Responsibilities

• Processing fleet vehicle orders, allocations, registrations and invoicing.
• Maintaining accurate vehicle stock records, pricing and inventory information.
• Coordinating vehicle sourcing, dealer transfers and incoming stock.
• Liaising with sales teams on availability, delivery dates and order progress.
• Arranging vehicle preparation, accessory fitting and transport.
• Preparing registration paperwork, CTP documentation and client delivery reports.
• Processing supplier invoices and reconciling stock records across internal and manufacturer systems.
• Maintaining Excel spreadsheets, fleet reports and vehicle order records.
• Following up with suppliers, transport providers and internal teams to resolve stock or delivery issues.

Skills

Automotive stock control

Fleet administration

Excel

Attention to detail

Organisation

Communication

Prioritisation

Independent work

Tools

ERA/Pentana

Manufacturer portals

Service NSW registrations

Job description

Stock & Fleet Coordinator - Heartland Motors

Blacktown, Full Time, Automotive

Please Quote Reference Number 19255

Varied role combining fleet administration and vehicle stock control

Great career opportunities with a leading automotive group

Join the Heartland Motors Head Office team in Blacktown

Are you an organised, detail-oriented professional with experience in automotive stock control or fleet administration?

Heartland Motors is looking for a motivated Stock & Fleet Coordinator to join our team at our Blacktown Head Office.

Heartland Motors is one of Sydney's leading automotive retail groups, representing multiple major vehicle brands. As our business continues to grow, we're looking for someone who can help keep our vehicle stock, fleet orders and deliveries running smoothly.

This is a varied, hands-on coordination role where you'll work closely with our Stock Control and Sales teams, as well as external suppliers and clients, to ensure vehicles are accurately allocated, processed and delivered on time.

About the Role

Reporting to the Supply Chain Analyst, you'll play an important role in managing vehicle inventory, coordinating fleet orders and supporting stock availability across our dealerships.

Your key responsibilities will include:

• Processing fleet vehicle orders, allocations, registrations and invoicing
• Maintaining accurate vehicle stock records, pricing and inventory information
• Coordinating vehicle sourcing, dealer transfers and incoming stock
• Liaising with sales teams on vehicle availability, delivery dates and order progress
• Arranging vehicle preparation, accessory fitting and transport
• Preparing registration paperwork, CTP documentation and client delivery reports
• Processing supplier invoices and reconciling stock records across internal and manufacturer systems
• Maintaining Excel spreadsheets, fleet reports and vehicle order records
• Following up with suppliers, transport providers and internal teams to resolve stock or delivery issues

About You

We're looking for someone who enjoys working in a busy environment, takes pride in accuracy and has the initiative to keep things moving.

Ideally, you'll bring:

• Previous experience in automotive stock control, fleet administration or a similar role
• Strong organisational skills and excellent attention to detail
• Confidence working with Excel, reporting systems and vehicle records
• Experience coordinating vehicle orders, registrations, invoicing or deliveries
• The ability to manage competing priorities and meet deadlines
• Excellent communication skills and a customer-focused approach
• A proactive attitude with strong problem-solving and follow-up skills
• The ability to work independently while contributing to a supportive team
• Experience with ERA/Pentana, manufacturer portals, Service NSW registrations or fleet reporting systems would be highly regarded.

What's On Offer?

• Stable, full-time position with an established automotive group
• Supportive team environment at our Blacktown Head Office
• Exposure to multiple leading automotive brands
• Varied responsibilities across stock control and fleet operations
• Opportunities to develop your skills and grow your career

Why Join Heartland Motors?

Heartland Motors is a proud third-generation, family-owned business with a strong reputation throughout Sydney's automotive industry.

You'll be joining a growing business where your organisation, accuracy and ability to keep things running efficiently will make a real difference.

If you have experience in automotive stock control or fleet administration and are looking for your next opportunity with a respected automotive group, we'd love to hear from you.