About the business

Emerald Coaches, a family-owned transport company operating throughout Central Queensland.

We are people focused and strive to develop a work-life balance. At Emerald Coaches, we embrace our team, recognising their lives, dreams and talents as our most valuable asset. We believe our staff are integral to developing a great place to work, which fuels innovation and continuous improvement.

Being the first bus company in Australia to commit to a zero emissions strategy through our e-Mission Zero, we provide services to government, industrial clients, schools and local communities. Our ‘Wheel of Success’ provides guidance on our key goals and values; Balance, Safety, Communication, Improvement, and Success. At the centre of our wheel is always OUR PEOPLE!

Our goals assist all departments to provide balanced focus in our key areas, with our values providing guidance for our decision-making.

The Opportunity

We are now looking for an Depot Administrator to join our team on a full-time basis.

At Emerald Coaches, we are an output-focused organisation, and we can work with you to provide flexible full-time working arrangements on a needs basis. You will be part of a collaborative and close-knit team that values family and a true work-life balance. With over 100 staff, many of whom are drivers, we want to make sure everyone enjoys the ride, so safety is our top priority.

About the role

This full time multi faceted position is suited to an appropriately skilled, self-motivated and energetic person with the ability to work autonomously within a small team. Your primary base will be at the Mackay depot.

As the Depot Administrator, you will be supporting the following duties:

• Providing timely, accurate administrative support to management in the Operations department and Workshop;
• General office duties including mail, scanning, photocopying, filing, archiving, front desk customer queries, answering phones, arranging meetings and taking minutes;
• Assisting Operations team in managing drivers’ calendars and updating drivers work instructions via internal systems;
• Assist workshop/body shop in ordering of parts;
• Deliveries control and invoice processing; creating purchase orders in Xero;
• Tracking credit card expenses incurred by the depot and status of part order through to delivery;
• Booking of accommodation for drivers;
• Operational documentation is maintained as current and stored per internal document control guidelines;
• Manage the school bus runs administration process;
• Sending relevant communication to stakeholders via internal communication tools, e.g. Microsoft Outlook;
• Office procurement;
• Assistance with capturing data, for example, timesheet data for Payroll team, downloading data from the fuel bowser, and vehicle servicing data for Workshop;
• Any other duties required by management and in support of the depot, Operations and Workshop teams.

Skills and experience

• Preferred but not essential: Minimum of 3 years’ experience in a similar role.
• Excellent communication skills, both written and verbal.
• Strong IT skills with proficiency in Microsoft Office.
• A strong desire to deliver outstanding customer service.
• Driver’s licence.