Bus Fleet Administrator

2 days ago

Newcastle, New South Wales, Australia beBeeAdministrative Full time $63,000 - $87,000

About Us

We are one of the largest private bus operators in New South Wales and across Australia.

Our diverse network spans multiple regions, ensuring that our customers receive seamless public transport services.

We employ over 2,000 staff across various locations, dedicated to delivering safe, reliable, and sustainable transportation solutions.

We operate under trusted brands such as Hillsbus, Hunter Valley Buses, and Blue Mountains Transit.

Job Description

About the Role

This is a highly organized and detail-oriented role within our Asset Management team.

You will be responsible for providing vital administrative support to ensure the smooth operation and maintenance of our bus fleet.

Key Responsibilities:

  • Generate purchase requisitions and issue approved purchase orders
  • Order parts, uniforms, supplies, and stationery for workshop operations
  • Conduct end-of-month fuel reconciliations (shared responsibility across the team)
  • Support payroll processes and resolve pay-related queries
  • Maintain and update mechanics' registers (licences, training, compliance, etc.)
  • Prepare KPI scorecards, stocktake, and audit documentation (ISO, BOAS, Clean Fleet)
  • Coordinate inspections, training sessions, and compliance activities (e.g. Fire Warden, First Aid)
  • Assist with event management and coordination for workshops and staff functions
  • Support the preparation, communication, and maintenance of rosters
  • Filing and maintaining workshop records
  • Carrying boxes and equipment (up to 15 kg) as required

About You:

You will bring proven clerical and administrative experience along with:

  • A sound understanding of procurement processes for materials and services
  • Familiarity with automotive workshops and/or the bus industry
  • Strong analytical and problem-solving abilities
  • Excellent written and verbal communication skills
  • The ability to plan, prioritise, and execute tasks under time pressures
  • Experience with ERP systems such as Microsoft AX or SAP (highly desirable)
  • Flexibility to travel between depots across various regions
  • The ability to safely lift and carry items up to 15 kg when required
  • A willingness to assist across a variety of workshop, compliance, and operational tasks

Why Work with Us?

  • We offer a supportive and collaborative work environment
  • Opportunities for professional growth and development
  • Exposure across multiple departments and operations
  • Contributing to the safe and reliable operation of our bus fleet

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