Service Operations Coordinator

1 week ago

Perth, Western Australia beBeeAdministrative Full time $50,000 - $80,000

About Our Team

We are the leading distributor for world-renowned capital equipment brands. Our team actively supports customers in various industries including construction, agriculture, government, infrastructure, defence, waste management, mining, civil works, utility maintenance, and recycling sectors.

We offer extensive sales, parts and service support through our network of branches and dealers. We are committed to ensuring the highest standards when it comes to supporting the needs of our growing customer base.


About This Role

This is a dynamic, varied, and rewarding position for a well-organised individual who thrives in a support-focused environment. As a Service Administrator, you will play a key role in supporting the Service Department, ensuring all administrative processes related to service operations are completed accurately and efficiently.

You will be involved in everything from managing service paperwork to liaising with contractors and processing quotes and purchase orders. This is an excellent opportunity for someone with strong communication skills, high attention to detail, and a proactive approach to problem-solving.

Responsibilities:
  • Assist the Service Manager or Service Supervisor with incoming customer calls, asking relevant questions to ensure accurate and timely responses
  • Ensure all warranty repair orders are submitted within 14 days of job completion
  • Manage invoice processing, including the opening and closing of service jobs
  • Create and process Purchase Orders in the system, ensuring prompt authorisation for payment
  • Prepare service quotes using the Reynolds and Reynolds system
  • Liaise with sublet contractors to coordinate outsourced work
  • Allocate technician hours to relevant repair orders
  • Complete weekly timesheets and ensure accurate hour tracking
  • Ensure all service-related paperwork is filed and maintained in an organised manner
  • Suggest and recommend process improvements to increase efficiency
  • Ensure compliance with relevant OH&S requirements at all times
Requirements:
  • Proven ability to use Microsoft Suite including Outlook, Word, Excel and PowerPoint
  • Demonstrated experience in managing administration within a mechanical or technical service department
  • Strong communication and coordination skills, with the ability to liaise confidently with internal teams and external suppliers
  • Experience using the Reynolds and Reynolds system (preferred)
  • Ability to generate service-related system reports and manage data efficiently
  • High attention to detail and ability to follow established company policies and procedures

Why Choose Us:
  • Competitive salary based on experience
  • Ongoing professional development and training
  • Reward and recognition programs
  • Family-owned and growing business with career growth opportunities locally & nationally
  • Supportive and friendly team culture
  • Employee assistance and wellbeing program for you and your household
  • Stable employment and long-term career opportunities

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