The Company

Our client specializes in major mechanical, fabrication and vehicle body repair, overhauls, rebuilds and major accessory fit outs of trucks mainly used in the mining industry that include Explosive Trucks, Tipper Trucks and Water Carts. Due to substantial growth, our client is seeking an experienced Office Administrator to join their friendly team.

The Role

Working in our clients Bibra Lake Workshop, the Office Administrator will report to the Operations Manager is responsible for managing all administrative and coordination tasks within the office, with a primary focus on updating and maintaining the client’s software program, Fullbay. This role responsibilities, ensuring smooth operations, accurate data entry, and timely communication between workshop, field service, management, and customers. The work will be varied and you will be conducting the following duties:

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

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

Generate quotes, invoices, and customer communications through Fullbay

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

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

Communicate job updates, estimates, and completion reports to customers

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

Assist the FIFO Mobilisation officers with medicals, onboarding and mobilisation

The Candidate
We are seeking an enthusiastic, motivated and reliable candidate that has a minimum of 2 years’ experience as an Administrator with:

Mechanical, transport, or mining industry experience highly desirable

Some Accounts or Bookkeeping exposure (preferred but not essential)

Certificate in Business Administration (preferred but not essential)

The successful candidate must have the following skills and attributes in order to carry out their responsibilities efficiently and effectively, which include:

Advanced Computer Skills in Microsoft Word, Excel and Outlook

Exceptional Communication Skills – Written & Verbal

Highly Organized with the ability to quickly prioritize work tasks regularly

Have proficiency and accuracy in data entry

Have attention to detail and be able to follow systems and procedures

Be highly efficient and be able to work under tight deadlines

Be able to learn new software / programs quickly

Have a strong work ethic where you are reliable and considered a hard worker

Has the desire to secure long term work

The ability to pass ongoing Drug & Alcohol Screens

Working Days & Hours

Location: Bibra Lake

Working Days: Monday to Friday – 7:30am – 3.30pm

Parking: Ample Parking on site

Remuneration

This role will be on a permanent basis where the successful candidate will be hired straight onto our clients’ books as a full-time employee.

Depending on experience the pay rates will be between:

Annual Salary 75K - 80K

+ Super

Apply

Interested? Please apply via seek.