Logistics Coordinator

About This Role

This part-time Logistics Coordinator role is a key operational and administrative position, deeply involved in daily scheduling to balance client care, clinician capacity, and business priorities. The role suits a proactive, detail-oriented individual with a natural aptitude for puzzle-solving and exceptional English communication skills, who can confidently maintain professional boundaries within a globally distributed team.

Responsibilities

• Manage diary allocations across a multi-region clinician network, maintaining a standard ratio of approximately one coordinator to five full-time clinicians
• Implement an internal traffic light system to match incoming clients to appropriate clinicians based on geographic location and travel feasibility, clinician diary availability and capacity, and clinician clinical experience level and client presentation complexity
• Exercise operational autonomy in daily scheduling while following specific alignment directives from the Practice Manager when required
• Build, structure, and balance complex daily diaries for incoming clinicians, with a strong focus on onboarding new graduate cohorts starting each February
• Maintain complete visibility and real-time synchronization across shared team diaries in multiple Australian time zones
• Review and process client files received from the frontline reception intake team
• Verify client funding blocks, service approvals, and administrative paperwork prior to booking initial consultations
• Ensure all client records, appointment statuses, and billing allocations remain accurate and up to date
• Foster warm, positive, and productive working relationships with clinicians, practice managers, and global support staff
• Act as an objective coordinator who balances clinician scheduling preferences with commercial business realities
• Confidently communicate and hold operational policies and scheduling boundaries when handling internal requests

Requirements

• At least 3 years of hands-on experience in a logistics, dispatcher, or high-coordination scheduling role
• A genuine enthusiasm for logistical challenges, data-matching, and puzzle-like administrative problems
• Near-native English fluency (both verbal and written), characterized by a bubbly, engaging, and polished professional demeanor
• Demonstrated ability to say "no" constructively, negotiate scheduling trade-offs, and maintain firm standards under pressure
• Prior experience in calendar management, dispatch, logistics coordination, or medical/allied health scheduling is highly advantageous
• Precision in cross-referencing multi-variable criteria (funding limits, clinician competencies, travel zones) without errors
• Fully equipped home-office setup with a reliable high-speed internet connection, backup power/connectivity solutions, and a modern computer