Automotive Vendor & Logistics Coordinator - Freelance, Remote

About the position 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.

Responsibilities

• 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.
• 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.
• Serve as primary point of contact for vendors/suppliers; escalate disputes as needed.
• Resolve issues (backorders, wrong parts, damaged goods, returns/credits) quickly.
• Capture vendor performance data to inform sourcing decisions.
• 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.
• 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.

Requirements

• 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.
• 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.
• Must have a reliable internet connection and a quiet workspace.

Nice-to-haves

• 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.

Benefits

• No benefits package included

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