Automotive Operations Coordinator

Automotive Operations & Dispatch Coordinator
-We’re hiring a high-performing, detail-obsessed Operations Coordinator to help us run and grow a mobile automotive shop in Austin, Texas — a premium mobile tire and oil change business serving performance car owners and select fleets in the Austin metro area.
This is a hybrid customer-facing and backend operations role. You’ll be responsible for making sure the daily work gets done accurately, efficiently, and on time — coordinating jobs, processing approvals, managing tech schedules, tracking AR, and keeping our customers in the loop.
You’ll also assist with light marketing coordination (e.g., newsletter support, gathering photos from the team) — just a few hours weekly.

Key Responsibilities
1. Fleet & Retail Ops Coordination
--Own the estimate-to-approval-to-route workflow:
--Create and submit estimates
--Follow up for approval
--Ensure parts are sourced
--Finalize tech routes for the following day
--Track all jobs in progress and flag issues proactively
--Ensure routes are realistic and efficient; confirm techs are prepped and ready
--Communicate clearly with customers and fleet managers about job timing, status, and follow-ups
--Submit and close out fleet approvals in Element, LeasePlan, and AutoIntegrate
--Ensure invoices match approvals; follow up on outstanding invoices and missing payments
2. Scheduling & Productivity Tracking
--Maintain the daily technician schedule, making updates as needed
--Monitor tech productivity; flag idle time, reschedules, or delays
--Track time logs and coordinate with bookkeeper for payroll
3. Customer Communication
--Respond to incoming texts, WhatsApp messages, and system inquiries in a timely, professional manner
--Follow up with clients as needed to resolve open issues or gather job-related info
--Escalate concerns appropriately and promptly
4. Admin & Reporting
--Submit a detailed Daily Recap covering completed work, pending tasks, blockers, and KPIs
--Keep Trello and other tools up-to-date with accurate job and task statuses
--Track inventory needs and coordinate ordering of parts, oil, and supplies
--Monitor A/R and follow up on past-due fleet invoices
5. Marketing & Content Support
--Publish our monthly newsletter in MailChimp with content from marketing team
--Coordinate publishing of content to Instagram / Facebook / Google My Business
--Other light admin support as needed for the marketing team

What Success Looks Like
-All work orders, estimates, approvals, and tech routes are handled with zero dropped balls
-You identify blockers or problems before they become fires
-Communication is clear, timely, and professional — with both customers and internal team
-The business runs like a machine — nothing gets missed or delayed
-You take full ownership of your responsibilities and require very little follow-up

Who You Are
-A natural systems thinker who thrives on clarity, organization, and ownership
-Extremely proactive — you don’t wait to be told what to do
-Excellent at written and verbal English communication
-Comfortable in the automotive world and eager to learn the details
-Sharp and reliable — you retain info, spot gaps, and follow through

Experience & Skills Required
-3+ years of experience in a remote automotive: coordinator, dispatcher, operations role
-Demonstrated responsibility for keeping things moving without handholding
-Excellent written and spoken English
-Experience with dispatch, route planning, or technician scheduling
-Familiar with tools like Slack, Google Docs, Trello (or similar), CRM/invoicing platforms
-Experience working with U.S.-based field service, auto, or fleet companies
-Bonus: Familiarity with AutoIntegrate, Housecall Pro, Element, or LeasePlan platforms

Required Software Experience
-Slack
-WhatsApp
-Trello (or similar)
-Google Workspace
-CRM / invoicing tools (Housecall Pro, AutoIntegrate)
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TECH REQUIREMENTS:
-Computer - at least i5 or equivalent with 8gb RAM
-Internet Speed - At least 50 MBPS Download speed
-Dual monitor setup is required to ensure efficiency in managing multiple applications simultaneously.

Location: Remote (Philippines)
Schedule: Part-time, US hours

Schedule:
-Monday–Friday: 8:00 AM–7:00 PM CST
-Saturday: 10:00 AM–4:00 PM CST
-Sunday: 12:00 PM–4:00 PM CST

Note: Flexibility is required, as shift schedules may change based on business needs. The schedule consists of 7 shifts across a 2-week period, with consecutive shifts arranged as follows:
-Week 1: 3 consecutive shifts (20 hours)
-Week 2: 4 consecutive shifts (40 hours)
-Or vice versa: 4 consecutive shifts in Week 1 and 3 consecutive shifts in Week 2.

Pay: ₱288.46 - ₱432.69 hourly rate

Please use this form to apply:
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