We're seeking a detail-driven and proactive Data Entry Administrator to support our Planned Maintenance operations across Defence Base Services. This redefined role is built around the lessons we've learned, with a stronger focus on accuracy, accountability, and ownership.

If you're someone who thrives in structured environments, values clarity, wants career growth and enjoys seeing your precision directly impact team success — this is your kind of role.

What Makes This Role Strong

Supportive & Collaborative Team Culture: You’ll be joining a team that values open communication and helps each other solve problems in a low-stress, high-cooperation environment.

Flexible Hours: While hours depend on workload and can't be guaranteed, you'll typically enjoy full-time engagement and a casual structure that supports work–life balance.

Tools & Systems Ready to Go: We already have organized processes in place for job cards, asset tracking, compliance, and invoicing. You’ll work with established systems in a role that’s clearly defined and supported.

Skill Growth & Career Development: You'll develop transferable skills in data handling, auditing, compliance, and asset management. Over time, this role can evolve into compliance, operations coordination, or logistics support positions.

Ownership & Purpose: You’re the last line of Defence for ensuring the data behind every maintenance job is complete, compliant, and correct. Your work will directly impact claims, reporting, and safety.

Challenges We’re Actively Addressing (And Why You’re Key) – Where you can make a real difference
This role has evolved based on real insights from our day-to-day operations, and there’s now a clear opportunity to bring in someone who values accuracy, ownership, and clarity in their work.

While our systems are well-established, there are still areas where your strengths can make a real impact and help close the following gaps:

Improving Accuracy in Documentation: With a variety of moving parts (from technician checklists to invoicing), there's a genuine need for someone who brings a high level of precision to maintaining records.

Enhancing Proactive Communication: Clear, early communication is essential when documentation is incomplete or doesn’t quite line up. We’re looking for someone who feels confident raising queries and following up to resolve them.

Strengthening Process Confidence: We have clear guides and SOPs in place, and your ability to lean into these (and help refine them if needed) will help streamline the way we work.

Clarifying Data Before Escalation: You’ll play a key part in verifying information and resolving smaller queries before they need to be escalated, supporting smoother operations across the board.

Bringing Initiative to the Forefront: There’s space here for someone who enjoys taking initiative — someone who sees a gap or an unclear step and instinctively looks for ways to clarify or resolve it.

Key Responsibilities

Interpret, enter, and cross-check maintenance data from technician checklists, shop papers, and supplier invoices.

Upload, link, and verify supporting documents in the vendor portal to ensure audit-readiness.

Write up new maintenance jobs accurately using information provided by shop papers.

Close off completed jobs by ensuring all required documentation is attached, compliant, and clearly recorded.

Process and submit job invoicing through the vendor portal to ensure timely and accurate payment claims.

Track job completion stages and flag discrepancies early to relevant stakeholders.

Maintain up-to-date records of asset service histories with precision.

Collaborate with technicians, vendors, and team leaders to clarify unclear documentation.

Follow internal SOPs and compliance guidelines consistently.

Who You Are

You’re methodical, precise, and take pride in getting the details right the first time.

You enjoy volume processing and all round data entry

You’re confident communicating clearly — especially when something doesn’t look right.

You use initiative before escalation and appreciate following structured procedures.

You’re not intimidated by spreadsheets, vendor portals, or compliance documentation.

You enjoy having task ownership and being trusted to manage your workflow.

You are looking for somewhere to start your career and care about career growth

Desirable but Not Essential

Prior experience in administration within maintenance, logistics, Defence, or compliance-heavy environments.

Familiarity with job card systems, contractor portals, or asset registers.

Experience interpreting technical documentation (e.g., service reports or safety forms).

Apply Now

If you're ready to be part of a team that values precision, trust, and process — and if you're motivated to help tighten and elevate how we handle compliance — we’d love to hear from you.