We are seeking a highly organised and proactive Service & Spare Parts Administrator to support our service operations team. This is a key role within the business, responsible for coordinating maintenance schedules, supporting field technicians, and ensuring smooth day-to-day office operations.

This position suits someone who thrives in a fast-paced environment, enjoys working across multiple functions, and takes pride in accuracy and efficiency.

About the Role

Reporting to the service and accounts managers, you will play a central role in coordinating service activities and providing administrative support across operations, accounts, and HR functions.

Key Responsibilities

• Plan and schedule routine maintenance and allocate resources efficiently

• Liaise with leading hands and field technicians to assign jobs

• Coordinate job bookings with customers

• Compile, complete and dispatch job reports

• Engage suppliers for procurement of parts and materials

• Monitor and report on service performance metrics, identifying improvement opportunities

• Provide general administrative support to management and the wider team

• Maintain and update digital and physical filing systems

• Order and manage office supplies and equipment

• Manage incoming and outgoing mail and deliveries

• Support data entry, database management and record keeping

• Assist with onboarding new staff and maintaining HR records

• Assist with accounts receivable and payable tasks

About You

You are organised, detail-oriented and confident communicating with both customers, technicians and contractors.

Skills & Experience

• Proven experience in office administration, service coordination or executive assistant roles

• Strong organisational and time management skills

• Excellent verbal and written communication skills

• High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

• Experience with invoicing and basic bookkeeping (MYOB experience preferred)

• Understanding of WHS regulations and compliance requirements

• Ability to multitask and prioritise effectively

• Strong attention to detail and accuracy

• Professional discretion and ability to handle confidential information

What We Offer

• Stable full-time position

• Supportive team environment

• Varied role with operational involvement

• Opportunity to grow within a developing business

If you are a motivated administrator who enjoys coordinating people, processes and outcomes, we would love to hear from you.