Role Purpose:

This is a newly created role within West Coast Civil, aimed at reducing operational load on the Workshop Manager and improving coordination between Projects and the Workshop. The role focuses on the operational execution of company-owned assets, including a large fleet of heavy machinery and Utes. It is responsible for programming workshop activities, tracking service requirements, coordinating with project teams, and maintaining accurate data records. The position also ensures that maintenance and repair costs are properly captured and allocated, providing reliable information to support well-informed decisions on fleet and machinery investments. The workshop services all company machinery, making this role critical to operational efficiency.

Key Responsibilities:

1. Planning & Scheduling

Develop and maintain a master schedule for fleet and machinery servicing, repairs, and inspections.

Coordinate planned and unplanned maintenance to minimize operational disruptions.

Track upcoming service requirements and proactively schedule workshop time.

2. Coordination with Projects

Work closely with project managers to understand equipment needs and availability timelines.

Allocate machinery in line with project schedules, ensuring priority equipment is available on time.

Communicate changes, delays, or issues that may impact project delivery.

3. Cost Control & Budgeting

Create and manage job orders for each maintenance or repair task performed on workshop machinery.

Capture and record repair and maintenance costs in real time for each machine/asset.

Ensure accuracy of cost allocation per job or repair to support reliable reporting.

Generate purchase orders and manage the administrative side of workshop-related procurement, coordinating with the workshop manager for technical requirements.

4. Workshop & Maintenance Oversight

Liaise with workshop manager to plan workloads.

Monitor repair turnaround times and ensure critical equipment is prioritised.

Maintain accurate records of service, maintenance, and breakdowns.

5. Fleet & Asset Management

Maintain a comprehensive register of all plant, equipment, and vehicles (asset numbers, site location, km/hours, service history)

Ensure compliance with servicing intervals, safety inspections, and warranty requirements.

Skills & Experience

Planning & Scheduling – ability to create and manage maintenance and servicing schedules.

Budgeting & Cost Control – experience in preparing budgets, tracking costs, and analysing repair vs replacement decisions.

Procurement & Supplier Coordination – ability to create purchase orders, liaise with suppliers, and ensure cost accountability.

Systems & Data Management – proficient in using scheduling, ERP, or fleet management systems; strong Excel/Google Sheets skills.

Fleet & Asset Management Knowledge (Desired not required) – understanding of servicing requirements for vehicles and heavy machinery

Key Attributes

Communication & Stakeholder Management – strong coordination with project managers, workshop teams, and external contractors.

Problem-Solving – proactive in resolving conflicts between project requirements and workshop availability.

Attention to Detail – accurate record-keeping and real-time cost tracking per asset.

Reliability & Accountability – consistent in delivering accurate operational data for management decision-making.

Team Player– supports both projects and workshop teams with a collaborative approach.