Are you an experienced sales operations or delivery coordination professional who thrives on structure, accuracy, and collaboration? Do you enjoy working across teams to ensure complex vehicle orders are delivered on time and to expectation? If so, this could be the opportunity you have been looking for.
Due to continued growth, we are seeking a detail‑focused and customer‑centric Sales Operations Specialist to join our national sales and operations team.
The Role
This integral role facilitates the end‑to‑end management of vehicle stock from receipt of order through to delivery to the customer. Working across sales, aftersales, suppliers, and internal operational teams, the role ensures that vehicle deliveries are planned, coordinated, and executed efficiently while balancing customer expectations with site capacity and operational constraints.
The Sales Operations Specialist acts as a central point of coordination, providing clear communication, accurate forecasting, and disciplined system management to support on‑time delivery outcomes and an exceptional customer experience. The role plays a key part in maintaining data integrity across Pentana and HubSpot, managing delivery documentation and reporting, and supporting sales, tender, and trial activities across both standard and project‑based vehicle programs.
Key Duties & Responsibilities:
- Coordinate vehicle stock allocation upon receipt of orders in conjunction with the Stock Controller
- Collaborate with sales, aftersales, workshop, production, suppliers, and external stakeholders to achieve on‑time vehicle delivery
- Coordinate delivery schedules to balance customer expectations with site and operational capacity
- Create repair orders for new vehicle deliveries and manage contract and documentation flow
- Maintain accurate estimated delivery dates and registration costs in Pentana
- Provide weekly order tracking reports and monthly sales, market, and forecasting reports
- Communicate order progress, risks, and mitigation actions to Account Managers and Sales Management
- Coordinate customer vehicle collection and delivery logistics
- Manage supplier priorities and ongoing coordination throughout the order‑to‑delivery lifecycle
- Administer sales systems including Pentana and HubSpot, ensuring high data integrity
- Support demonstrator and vehicle trial programs, including calendars, data collection, and reporting
- Provide sales administration support for government and project‑based customers
- Coordinate registration documentation, customs reporting, and vehicle relocations
- Assist with sales meetings, customer presentations, events, field days, and marketing POS distribution
- Forward inbound leads to Account Managers and support broader sales operations activities as required
Skills, Experience & Attributes
- Minimum two years’ experience in sales coordination, delivery operations, or similar role within bus, truck, automotive, heavy machinery, marine, or related industries
- Strong technical understanding of buses or heavy commercial vehicles
- Demonstrated experience using dealer management and CRM systems (Pentana and HubSpot highly regarded)
- High attention to detail with strong organisational and time management skills
- Ability to manage multiple priorities in a fast‑paced, deadline‑driven environment
- Strong interpersonal and communication skills, with a customer‑centric mindset
- Intermediate Microsoft Office skills, including Word, Excel, and PowerPoint
- Ability to use data and reporting to support decision‑making and delivery outcomes
- Current driver’s licence and willingness to travel as required
What We Offer
- Competitive remuneration package
- Laptop, mobile phone, and all business tools required to succeed
- Ongoing training and career development opportunities
- A friendly, supportive, and growing team environment
Why Join VDI Australia
This is an opportunity to join a growing national organisation, work with a global leader in electric bus technology, and play a critical role in the successful delivery of complex vehicle programs across Australia.
VDI Australia is an equal opportunity company that encourages and supports diversity and inclusion in all our workplaces. Check us out on our website – www.vdiaustralia.com.au.
