Service Administrator - Heavy Vehicle Workshop

Service Administrator - Heavy Vehicle Workshop

Staff-Net is seeking a Service Administrator for its client, a well-established Western Australian specialist in heavy vehicle servicing, repairs, maintenance, and parts support for trucks, trailers, and commercial vehicles. This client operates multiple branches across Western Australia and has a strong reputation for quality workmanship, customer service, and prompt turnaround times with transport and fleet customers.

Due to ongoing expansion at their Kwinana branch, an organised and motivated Service Administrator is required to join their busy workshop team.

Reporting to the Service Manager, you will serve as the administrative centre for a busy heavy vehicle workshop, providing support to the Service, Parts, and Workshop teams. Your role will involve managing the administrative aspects of repair jobs from initial booking through to final invoicing, ensuring clear communication with customers, maintaining workshop documentation, and contributing to the efficient operation of the workshop.

Working collaboratively with the Workshop Manager, Mechanics, Parts Department, and customers, your responsibilities will include:

• Raising and processing repair orders.
• Coordinating workshop bookings and scheduling.
• Preparing quotes, purchase orders, and workshop invoices.
• Liaising with customers regarding repair progress, pricing, and completion timelines.
• Liaising with the Parts Department concerning parts availability and estimated times of arrival.
• Coordinating subcontractors, including their quotes, deliveries, and invoicing.
• Processing supplier invoices and purchase orders.
• Monitoring repair orders against customer purchase orders and estimates.
• Updating the workshop management system.
• Assisting with workshop KPI reporting and administration.
• Assisting with payroll administration, leave records, and general office administration.
• Booking travel, accommodation, medicals, and training as needed.
• Providing reception, handling phone enquiries, and offering general administrative support.

You will act as the primary point of contact between customers, mechanics, parts interpreters, and management, ensuring the smooth progression of repair jobs while delivering a high standard of customer service and administrative support.

To be considered, you should ideally have experience in a Service Administration, Workshop Administration, or Automotive Administration role.

Applicants from the following industries are encouraged to apply:

• Heavy Vehicle
• Truck Dealerships
• Automotive
• Earthmoving Equipment
• Construction Machinery
• Agricultural Equipment
• Mining Equipment
• Fleet Maintenance
• Transport & Logistics
• Bus & Coach
• Diesel Mechanical Workshops

Additionally, you will possess:

• Previous administration experience within a workshop environment.
• Experience processing repair orders and workshop invoicing.
• Experience preparing quotations and purchase orders.
• Experience liaising with customers regarding repairs and service updates.
• Experience coordinating multiple jobs in a fast-paced workshop environment.
• Strong organisational skills with the ability to manage multiple priorities.
• A high level of accuracy and attention to detail.
• Experience using Workshop Management, Dealer Management, or ERP Systems is highly regarded.
• Mechanical knowledge or exposure to the heavy vehicle industry will be highly regarded but is not essential.

Working Days & Hours: Monday to Friday, 7:00 am to 4:00 pm.

Remuneration: The successful candidate will initially commence on a temporary to permanent basis through Staff-Net. Following the successful completion of approximately three months, our client intends to offer permanent employment.

Depending on your experience, the successful candidate will receive:

• $75,000 - $85,000 Per Year + Super
• KPI Bonus of up to $6,000 per annum
• Structured Training Program
• Clear Career Progression
• Permanent Employment Opportunity

Application Instructions: Please apply via Seek with an up-to-date CV.

Location: Kwinana Beach Work Type: Full-time, Onsite Ideal Start Date: Immediate Start Available