Key Duties and Responsibilities

The successful applicant will be responsible for:

• Organising and managing the day-to-day administrative functions of the office and ensuring efficient office operations.
• Developing, implementing and reviewing office administrative systems, procedures and service standards to support the car wash and vehicle detailing operations.
• Managing customer bookings, online appointments, service enquiries, quotations and administrative correspondence relating to vehicle detailing and car wash services.
• Maintaining accurate business records, customer records, invoices, receipts, accounts documentation, service records and other office documentation.
• Coordinating the administrative requirements for individual, commercial, mining and bulk vehicle detailing customers.
• Allocating office resources, equipment and administrative support according to operational requirements and business priorities.
• Assigning administrative work to staff, monitoring work performance and ensuring administrative tasks are completed accurately and within required timeframes.
• Coordinating staff records, timesheets, rosters, leave records and payroll information and liaising with management and external payroll/accounting professionals as required.
• Assisting with recruitment administration, employee induction, training coordination and maintenance of personnel records.
• Liaising with customers, suppliers, accountants and other external professionals to coordinate office and business requirements and resolve administrative matters.
• Managing office supplies, stationery, administrative equipment and other resources and arranging replenishment or maintenance when required.
• Monitoring customer enquiries and bookings and coordinating information between customers, office staff and the vehicle detailing team to support efficient scheduling of services.
• Maintaining administrative records relating to payments, outstanding accounts, supplier invoices and business expenses and providing relevant information to management and accountants.
• Coordinating administrative arrangements for vehicle pickup and drop-off services and maintaining associated customer and booking records.
• Ensuring office procedures and administrative activities comply with relevant workplace health and safety requirements, company policies and applicable government requirements.
• Reviewing office processes and recommending improvements to administrative systems, record keeping, customer booking procedures and general office efficiency.
• Preparing regular administrative, booking and operational reports for management to assist with business planning and resource allocation.
• Maintaining confidentiality and security of customer, employee, financial and other business records.

Qualifications and Experience

The successful applicant should have:

• A Diploma, Advanced Diploma, Associate Degree or higher qualification in Business, Business Administration, Management or a related field
• At least 1 year of relevant experience in office administration or office management where applicable in lieu of formal qualifications.
• Previous experience in an Office Manager, Administration Manager or similar administrative role is highly desirable.
• Experience managing office systems, records, accounts documentation and administrative procedures.
• Experience coordinating staff administration, payroll information, rosters and personnel records.
• Strong organisational and time-management skills.
• Good written and verbal communication skills.
• Strong computer skills and experience using office administration, booking and record-management systems.
• Ability to communicate effectively with customers, employees, suppliers and external professionals.
• Ability to work independently, prioritise competing administrative requirements and maintain accurate records in a busy service-based environment.