Office Administrator

21 hours ago

Bibra Lake Western Australia Australia Ger Australia Full time $45,000 - $65,000 per year

Purpose of the Role

The Office Administrator is responsible for managing all administrative and coordination tasks within the office, with a primary focus on maintaining the Office Tab in Fullbay. This role responsibilities, ensuring smooth operations, accurate data entry, and timely communication between workshop, field service, management, and customers.

Key Responsibilities

Fullbay Office Tab Management

– Enter and manage service orders, purchase orders, job cards, and parts requisitions.

– Track and update work in progress (WIP), labour hours, and job notes.

– Maintain accurate and up-to-date customer, supplier, and equipment records.

– Generate quotes, invoices, and customer communications through Fullbay.

– Timesheet upkeep in coordination with accounts/bookkeeper

Administration & Coordination

– Act as the first point of contact for incoming calls, emails, and visitors.

– Schedule and confirm jobs, update fullbay accordingly

– Assist with weekly yard checks, monthly tooling inspections, and annual calibrations by tracking due dates in Fullbay.

– Support the Operations Manager with reporting, time sheets, and KPI data collection.

– Social media and It assistance when required.

Financial & Document Support

– Prepare and process supplier invoices, purchase requisitions, and credit applications.

– Liaise with accounts (QuickBooks) for billing accuracy, reconciliations, and debtor follow-up.

– Maintain filing systems and ensure compliance with IMS document control procedures

Customer & Staff Support

– Communicate job updates, estimates, and completion reports to customers.

– Maintain a professional and supportive office environment that promotes efficiency and teamwork.

Key Skills & Attributes

– Strong knowledge of administrative processes, preferably in a mechanical/workshop environment.

– Experience using Fullbay (or similar workshop management systems).

– Competent with Microsoft Office and QuickBooks (or similar accounting platforms).

– Excellent attention to detail and accuracy in data entry.

– Strong communication and customer service skills.

– Ability to work independently, prioritise tasks, and meet deadlines.

Qualifications & Experience

– Minimum 2 years' experience in administration or office coordination.

– Experience in the mechanical, transport, or mining industries highly desirable.

– Certificate in Business Administration (preferred but not essential).

Performance Indicators

– Accuracy and timeliness of data entered into Fullbay.

– Reduction in errors, rework, and miscommunication between office and workshop.

– Jobs scheduled, invoiced, and closed out on time.

– Positive customer feedback and efficient handling of enquiries.

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