Workload and Office Administrator

Workload and Office Administrator

Port Melbourne, Melbourne | Full-time | Office-based, Monday to Friday
Service Delivery | Reporting to the Service Delivery Manager, Oceania

About the role

Are you a highly organised administrator who enjoys coordinating people, customers and logistics? We are looking for a Workload and Office Administrator to keep our field service operations across Australia and New Zealand running smoothly.

In this busy, hands-on administrative role, you will coordinate service schedules, communicate with customers, arrange travel, manage service tickets, support spare-parts logistics and help maintain an efficient warehouse. Your work will enable our Field Service Technicians and Engineers to focus on delivering excellent technical service.

This is a non-technical role and does not require engineering or repair experience.

What you’ll do

• Plan, schedule and manage service activities, including preventative maintenance, installations, breakdowns, site surveys, upgrades and commissioning visits.
• Coordinate field staff calendars, customer bookings, site access requirements and job-readiness information.
• Act as the administrative point of contact for field service enquiries and provide timely, professional customer updates.
• Create, monitor and close service tickets accurately, maintaining complete service histories and supporting KPI reporting.
• Arrange flights, accommodation, vehicle hire and regional transport in line with company policy and cost expectations.
• Order and track spare parts and preventative-maintenance kits, ensuring parts are available for scheduled work.
• Pick, pack and dispatch parts; coordinate freight; manage goods receipt and stock allocation; and support stocktakes and audits.
• Maintain accurate customer, equipment and service records across SAGE, SAP, CRM or other ERP systems.
• Provide broader administrative support to the Service Delivery team, including monthly activity reporting and head-office data requests.

What you’ll bring

• Previous experience in service coordination, customer service administration, logistics coordination, scheduling or operations support.
• Experience using ERP, CRM or service-management systems.
• Strong Microsoft Office skills.
• Excellent organisation, planning and attention to detail.
• Clear written and verbal communication skills.
• The ability to manage multiple priorities while remaining calm, accurate and responsive.
• A proactive, customer-focused approach with strong ownership and collaboration skills.

It would be an advantage if you have

• Experience in a field service organisation or supporting engineers and technical teams.
• Knowledge of SAGE, SAP, Salesforce or similar systems.
• Warehouse, inventory, freight or logistics administration experience.

Why this role?

You will play a central role in connecting customers, field staff and internal teams across Oceania. This opportunity will suit someone who takes pride in accurate administration, enjoys solving coordination challenges and wants to make a visible contribution to service quality and customer experience.

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