Workshop Administrator

About Us

We are a well-established, family-owned and operated transport business based in Forrestdale, and South Guildford Perth. As we continue to expand and grow, we're looking for a dedicated Workshop Administrator / Inventory Coordinator to join our tight-knit team and play a vital role in our workshop operations.

The Opportunity

This is an exciting opportunity for a driven and energetic individual who wants to get right amongst our workshop operations and make a real difference. We're seeking someone with great ideas and a willingness to create efficiencies within our business. This role will be busy, varied, and rewarding for the right person who thrives in a fast-paced environment.

Key Responsibilities

Inventory Coordination

• Maintain accurate inventory records using the workshop management system
• Monitor stock levels and initiate purchase orders when minimum levels are reached
• Receive, inspect, and process incoming parts and supplies
• Allocate parts to specific jobs and maintain accurate usage records
• Conduct regular stock takes and reconcile discrepancies
• Coordinate with suppliers regarding delivery schedules and product availability
• Manage obsolete stock and coordinate disposal or return processes
• Collect parts from suppliers where required

Documentation Management

• Ensure all service documentation complies with Western Australian transport regulations
• Maintain vehicle service histories and inspection records
• Keep technical manuals, service bulletins, and safety procedures current and accessible

Customer and Stakeholder Communication

• Handle inquiries regarding service status and technical questions
• Coordinate vehicle collection and delivery arrangements
• Maintain customer contact databases and service history records

Administrative Support

• Manage workshop correspondence and filing systems
• Assist with procurement processes and vendor management
• Maintain workshop equipment service records and calibration schedules
• Manage staff uniform and PPE ordering
• Maintain and update leave calendar for workshop personnel
• Maintain and update on-call roster
• Receive and accept apprentice TAFE dates and ensure apprentices are advised of their upcoming blocks

Essential Skills & Experience

• Knowledge of heavy diesel engines and transport industry terminology - Understanding our business is crucial
• Experience with parts catalogues and technical documentation - Navigate complex technical information with confidence
• Strong organisational and time management skills - You'll be juggling multiple priorities daily
• Excellent written and verbal communication abilities - Clear communication is key in our collaborative environment
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) - Essential for daily operations
• Experience with workshop management software and inventory systems - Hit the ground running with existing systems
• Attention to detail and accuracy in record keeping - Precision matters in our industry
• Ability to work effectively in a fast-paced workshop environment - You'll thrive in our busy, dynamic setting
• Problem-solving mindset with initiative to improve processes - We value your ideas and innovation
• Flexibility to adapt to changing priorities and deadlines - No two days are the same
• Current driver's license is essential, and HR licence is desirable

What We Offer

• Family business culture - Be part of a close-knit team where your contribution matters
• Growth opportunities - Join us during an exciting expansion phase
• Varied and engaging work - Every day brings new challenges and opportunities
• Collaborative environment - Work alongside experienced professionals who value your input
• Opportunity to make a real impact - Your efficiency improvements will directly benefit the business
• Competitive salary package - Commensurate with experience and qualifications
• Stable, long-term employment - Join a business built on solid foundations

Location

Forrestdale, Perth, Western Australia

How to Apply

If you're ready to take on this exciting challenge and become an integral part of our growing family business, we'd love to hear from you.

Please submit your application including:

• Current resume
• Cover letter outlining your relevant experience and why you're the right fit for our team
• Contact details for at least two professional references

Email your application to:

Subject Line: Workshop Administrator / Inventory Coordinator Application

Next Steps

Suitable candidates will be contacted for an initial phone interview, followed by a face-to-face meeting at our Forrestdale facility. We encourage you to ask questions about our business and the role - we want this to be the right fit for both of us.

We are an equal opportunity employer committed to creating an inclusive and diverse workplace. We encourage applications from all qualified candidates.