Facilities and Fleet Administrator

We're looking for a motivated Facilities and Fleet Administrator to join our innovative team and grow with us as we develop new systems and processes.

• Permanent full-time opportunity
• Collaborative and friendly team
• Adelaide CBD location with brand new state of the art offices

About Us

Polyaire is an international manufacturer and wholesale distributor of air conditioning products, established in 1973, our head office is in Adelaide with over 30 branches across Australia and over 50 years of experience. We lead the market by offering sustainable, cutting-edge AirTouch solutions that continue to revolutionise comfort in homes and businesses.

At Polyaire our values shape how we work, we are all in, work smart, getting it done and cool service with a warm smile are at the forefront of all we do. Our customers and suppliers are treated like valued partners which means working closely and openly towards sustainable solutions. Having these values as an integral part of our business has made Polyaire the preferred supplier in providing comfort to Australia.

About the role

We now have an exciting opportunity for a Fleet, Finance & Lease Administrator to provide critical administrative and operational support across the company's national fleet, commercial lease, and finance functions. Reporting directly to the National Property and Fleet Manager, and with a dotted-line relationship to the Finance Manager.

This role ensures the accurate and timely execution of vehicle compliance activities, facilities management and lease administration, and selected finance processes including invoice management, prepayments, and asset tracking.

Our team is supportive, friendly, and thrives on collaboration. The successful candidate will have a solid understanding of compliance with registration requirements, insurance and fleet obligations.

The role will also support the finance team with reconciliation tasks, supplier documentation, and ERP record maintenance. The role also assists with lease documentation and facilities-related coordination across the national property portfolio.

What will my day look like:

Facilities Management Support

• Assist the National Property and Fleet Manager with general facilities maintenance requests.
• Liaise with internal stakeholders and contractors to coordinate minor works and repairs across the national property portfolio.
• Maintain a register of property issues and support ongoing facilities upkeep.

Fleet Administration

• Regularly review fleet registration and CTP
• Assist with interstate vehicle registration transfers and plate changes as required.
• Infringement notice transfers.
• Insurance claim and insurance fleet management.
• Toll and e tag management.
• Arranging new fleet invoices and existing fleet appraisals and logistics where required.
• Maintaining internal fleet records.
• Coordinating with finance for invoice payments.

Finance/Admin

• Reconcile corporate credit card statements;
• Distribute monthly credit card statements
• Provide backup data entry for Accounts Payable and support invoice reconciliation.
• Maintain the prepayments schedule to assist month-end journal entries.
• Support invoice processing for the Supply Chain team.
• Attach asset invoices to EPICOR records (ERP system).
• Assist in the procurement of marketing-related materials as required.

What you will bring to the role:

• Excellent organisational skills and attention to detail.

• Strong verbal and written communication skills.

• High accuracy of data entry and data management.
• Ability to collaborate effectively across departments including Operations, Finance, HR, WHS and Supply Chain.
• Will need to liaise with external service providers and regulatory bodies.
• Proficient in Microsoft Office Suite and SharePoint.
• Ability to prioritise multiple tasks and deadlines effectively.
• A proactive and professional approach to problem-solving.
• Ability to read and interpret commercial lease documents, with an understanding of tenant and landlord facility obligations.
• Friendly and approachable with a can-do attitude.

Why join us?

• We offer a competitive salary.
• Great work life balance – no weekend or shift work required.
• Opportunities for professional growth and development.
• Full training in all aspects of the business operations.
• Work with a great team in a supportive and collaborative work environment.

If you're excited to grow and learn and are passionate about working for a company who values its employees, then apply now