Service & Workshop Job Administrator

About us:

GEA is one of the world's largest systems suppliers for the food, beverage and pharmaceutical sectors. Our portfolio includes machinery and plants as well as advanced process technology, components and comprehensive services. Used across diverse industries, they enhance the sustainability and efficiency of production processes globally.

In Australia, GEA provides innovative solutions in Farm Technologies, Liquid & Powder Technologies, Separation & Flow Technologies, as well as Food, Healthcare, Heating and Refrigeration Technologies.

Service & Workshop Job Administrator

Are you passionate about operational excellence and financial accuracy? GEA is seeking a detail-oriented Service & Workshop Job Administrator to join our Melbourne team. In this pivotal role, you will ensure the accurate closing, costing, and invoicing of service and workshop jobs, working closely with cross-functional teams to drive efficiency and revenue assurance.

Key Responsibilities

Service & Workshop Job Management

• Open and manage service jobs in our ERP system, ensuring correct linkage to machine serial and project numbers.
• Maintain comprehensive job registers and documentation, including service reports and hours worked.
• Reconcile service report hours with timesheets and payroll files weekly; investigate and resolve discrepancies.
• Collaborate with spare parts and service coordinators to allocate parts and manage picking lists.
• Capture all incidental job costs (freight, expenses, travel, allowances) for accurate invoicing.
• Assist with service quotations and prepare pro forma invoices.
• Ensure timely closure of all service and workshop jobs in the ERP system.

Financial & Costing

• Accurately record and bill all cost elements (labour, parts, freight, travel, allowances).
• Generate monthly management reports using Excel and ERP data.
• Monitor job and spare parts completion for scheduled services.

Inventory & Project Management

• Liaise with workshop and warehouse teams for exchange units and correct job costings.
• Link service jobs to relevant projects and machine serial numbers in ERP.
• Identify process inefficiencies and recommend improvements, especially around cost capture and automation.
• Collaborate with supply chain and procurement to resolve PO, invoice, and goods received challenges.

About You

• Certificate or Diploma in Business Administration, Finance, or related field; or equivalent work experience.
• Hands-on experience in job costing, invoicing, and financial reconciliation within a service or workshop environment.
• Proficiency with ERP systems (preferably Axapta, SAP, or equivalent).
• Advanced Microsoft Excel skills for data analysis and reporting.
• Strong knowledge of financial processes, including cost allocation, payroll/timesheet reconciliation, and inventory adjustments.
• Proven ability to work collaboratively across finance, service, workshop, and supply chain functions.
• High attention to detail and accuracy.
• Excellent organisational and time management skills.
• Problem-solving mindset and adaptability.
• Clear communication and collaboration skills.

What We Offer

There's something special about being part of the GEA team. From the moment you join us, you'll be part of a team invested in finding sustainable and innovative solutions to safeguard our planet and future generations.

In addition, you will have access to:

• A competitive remuneration package, commensurate with experience
• Eligibility to participate in the global bonus scheme
• Opportunities for professional growth and career advancement
• Free car parking
• Generous leave options

Joining GEA means more than just starting a new role—it's an invitation to contribute to forward-thinking projects within a supportive and mission-driven atmosphere. Here, your growth and well-being are valued just as highly as your professional contributions, ensuring a truly rewarding career experience.

At GEA our values are Responsibility, Integrity, Diversity, Passion and Excellence. GEA Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.