Service Administration

Your Opportunity

A respected organisation specialising in innovative engineering, service delivery and technology-enabled solutions is seeking an experienced Service Administrator (Invoicing & Compliance) to join their finance and service support team. This role plays a vital part in ensuring accurate job costing, timely invoicing, and ongoing compliance across internal systems and service operations.

Working closely with the Financial Controller, technicians, schedulers, accounts teams, customers and contractors, this position ensures smooth coordination between service delivery and financial processes.

Your Role

As the Service Administrator, you will be responsible for maintaining accurate service records, coordinating compliance activities and delivering timely, precise invoicing support. You will play a key role in upholding data integrity across SAP, AroFlo and internal databases, while providing excellent customer service and professional communication to stakeholders at all levels.

This role suits someone who enjoys variety, structure, problem-solving, and being the central administrative link within a busy service environment.

Key Responsibilities

Invoicing & Financial Coordination

• Prepare and issue service-related invoices and credit notes with accuracy and consistency.
• Review completed service jobs and follow up on missing information needed for billing.
• Upload invoices, service documents and supporting details to customer portals.
• Investigate billing discrepancies or customer invoice queries alongside Accounts Receivable.
• Process Goods Receipts in AroFlo to ensure all job and supplier costs are correctly captured.
• Provide warranty summaries and financial reporting support for management.
• Work with Accounts Payable to clarify supplier invoice questions and track outstanding purchase orders.

Compliance, Systems & Data Management

• Set up and maintain equipment records, scheduled service data and prepaid service entries.
• Ensure all compliance and service information is accurate and consistent across SAP and AroFlo.
• Monitor follow-up tasks and ensure they are actioned within agreed timeframes, escalating when necessary.
• Identify and help resolve data or system discrepancies affecting job processing or integration.
• Assist with training team members on compliance processes or system updates.
• Provide general administrative support to uphold compliance and service quality standards.

Customer & Internal Stakeholder Support

• Provide timely, professional support to internal teams, customers and suppliers.
• Communicate clearly and confidently, tailoring information to suit the audience.
• Build strong working relationships with technicians, schedulers, sales teams, suppliers and contractors.
• Respond to customer enquiries promptly, escalating issues when appropriate.
• Ensure high-quality documentation and accurate customer-facing information.

About You

• Experience in accounts processing, service invoicing or Accounts Receivable.
• Strong administrative, organisational and data-entry skills.
• Advanced proficiency in Microsoft Office, especially Excel and Outlook.
• Strong communication skills and the ability to manage multiple priorities.
• Customer-focused approach with strong problem-solving ability.

Desirable

• Experience using SAP, AroFlo or similar ERP/workflow platforms.
• Background in engineering, manufacturing or industrial service environments.
• Understanding of basic financial processes and reporting.

Personal Attributes

• High attention to detail and accuracy with the ability to problem solve.
• Professional, proactive and solutions-focused attitude.
• Able to work independently while contributing to a collaborative team environment.
• Resilient, adaptable and committed to continuous improvement.
• Strong judgment, integrity and discretion.

What's in it for you?

• Permanent, full time stable role in a respected industry-leading organisation
• Flexible Hours 7.30am - 3.30pm, 8am - 4pm or 9am - 5pm
• Hybrid working – enjoy 1–2 days WFH each week
• Supportive team culture and inclusive, values-led environment
• Employee benefits through Flare including discounts, health and wellness perks and novated leasing and more
• Employee Assistance Program (EAP)
• Ongoing training and support
• Opportunity to support a business committed to innovation and quality service
• Free on-site parking

If you are a detail-oriented administration professional with strong invoicing and compliance experience, we would love to hear from you.

Apply Now

Learn more about Woodforde Group and how we can help you: 

At Woodforde Group we support and celebrate diversity and do not discriminate. We are for all people, regardless of difference, and know that the more inclusive we are the stronger our work culture and the better our service delivery will be. All employment is decided on the basis of qualifications, experience, merit and business needs. We encourage people of all ages, backgrounds, orientations and walks of life to apply and feel comfortable in their own skin.