Never send money to companies. Jobs on Himalayas will never require payment from applicants.
About the Client
A fast-growing, customer-first pre-owned automotive dealership in the U.S. delivers high-quality vehicles through rigorous inspections, transparent pricing, and attentive service. They combine an exceptional inventory with knowledgeable, pressure-free support to create a frictionless buying and ownership experience. Their mission is to build long-term relationships through trust, value, and consistent operational excellence.
Why does this role exist?
This role exists to centralize and professionalize parts procurement and logistics that power the dealership’s reconditioning workflow. By owning vendor communications, order tracking, delivery coordination, and clear status reporting, the coordinator will reduce delays and costs, accelerate time-to-lot, and keep internal teams aligned. The objective is to ensure the right parts arrive on time, every time—so vehicles move through reconditioning efficiently and customers receive a top-quality product.
The Impact you’ll make
Parts Procurement
Place, confirm, and follow up on parts orders via vendor portals, email, and phone.
Verify pricing, availability, and alternatives (OEM/aftermarket) to meet timelines and budgets.
Maintain clear documentation of POs, ETAs, and order confirmations.
Order Tracking Logistics
Track ETAs, lead times, and delivery milestones; proactively follow up on delays.
Coordinate deliveries/pickups and communicate status to internal teams.
Maintain an accurate parts tracker (Sheets/DMS/ERP) with real-time updates.
Vendor Management Issue Resolution
Serve as primary point of contact for vendors/suppliers; escalate disputes as needed.
Capture vendor performance data to inform sourcing decisions.
Inventory Documentation
Update parts inventory records and reconcile orders, receipts, and usage.
Ensure correct part-to-VIN fitment and documentation for reconditioning jobs/ROs.
Keep organized digital records for auditability and handoffs.
Cross-Team Coordination Admin
Communicate order status and constraints to service/recon teams and management.
Support scheduling and coordination using calendar tools.
Provide general administrative support to keep reconditioning workflows on track.
Skills, Knowledge and Expertise
Required:
Proven experience in the automotive industry within a dealership, parts department, or service/reconditioning operation.
Hands-on experience ordering and tracking automotive parts via vendor portals and by phone.
Proficiency with Google Workspace (Gmail, Sheets, Docs) and maintaining accurate trackers.
Experience coordinating with multiple vendors and internal teams to meet deadlines.
Confident phone communication and follow-up skills using a VoIP system.
Your superpowers are...
Technical: Vendor portals and supplier systems; DMS/ERP or inventory tools; Google Sheets (filters, lookups, data validation); basic EPC/fitment verification; VoIP calling.
Operational: Meticulous tracking, prioritization, and follow-through in a fast-paced environment.
Interpersonal: Clear, concise communicator; persistent yet professional with vendors; collaborative with service/recon teams.
Problem-solving: Escalates early, finds workable alternatives, negotiates credits/returns, and documents learnings to prevent repeat issues.
WFH Set-Up:
Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home
You should apply if...
You thrive on the phones, enjoy moving parts from “ordered” to “delivered,” and don’t let delays linger.
You’re process-minded, detail-obsessed, and take pride in clean, accurate spreadsheets.
You’re proactive—flagging risks, proposing alternatives, and keeping stakeholders informed.
You’re resilient and solutions-focused when facing backorders, wrong parts, or tight timelines.
What to expect...
Work-from-home setup: Reliable internet, quiet workspace, and professional calling environment required
Working hours: Full-time, 9 - 5 US Timezone
Compensation: $7/hour
Work Setup:
Remote position
Must have a reliable internet connection and a quiet workspace
Required to provide own computer with Intel Core i5 or something similar or higher operating system
Magic, Inc. is recognized as the world's leading assistant company, established in 2015. The company specializes in providing individuals and businesses with access to elite virtual executive assistants who can handle a wide array of personal and business tasks.
Magic takes pride in its versatility and capability to manage various tasks, ranging from administrative duties to complex project management. With over two million tasks handled each year and a vast network of assistants, Magic supports entrepreneurs, executives, and high-growth companies in optimizing their productivity.
Elevate and Delegate is a strategic headhunting agency and virtual assistant provider that helps businesses save on staffing costs by connecting them with high-performance remote talent. They specialize in finding pre-vetted professionals across various industries.
Assistantly is a virtual assistant staffing solution provider that connects businesses with top-tier global talent, offering support in administration, marketing, sales, operations, and finance. They focus on a people-centric approach, providing pre-trained 'Unicorn Assistants' and a dedicated success team to help businesses scale efficiently.
Wing Assistant provides dedicated virtual assistants to small businesses and startups, integrating AI and human expertise to streamline workflows and enhance productivity.
ConnectedStars specializes in offering virtual assistant services to support business growth, helping clients achieve improved efficiency and work-life balance.
FreedUp is a Full Stack Executive Assistant agency dedicated to empowering entrepreneurs by providing skilled assistants to handle administrative tasks, allowing them to focus on their core business activities.
Philippines only
United States