About Us: At HEQS Wholesale Group, we are dedicated to providing exceptional services and solutions, and our team is at the heart of our success. We are seeking a proactive and experienced administrative professional to join our asset maintenance division. This is a full-time, on-site role that offers both challenges and growth opportunities within a supportive and dynamic work environment.

What We Offer:

Competitive salary with bonus/commission incentives.

Career development pathways, including opportunities to lead and manage a team.

Valuable perks such as a company laptop, phone, and vehicle for business use.

Structured supervision, mentorship, and professional development opportunities.

A collaborative and committed team environment where your contributions are valued

About the Role: This role is an exciting opportunity for an experienced administrator to oversee and manage the company's assets, properties, fleet, and administrative functions. Your key responsibilities will include:

Asset and Fleet Management:

Developing strategies and plans for managing operational fleet assets.

Negotiating with dealers for new fleet acquisitions to meet organisational needs.

Managing the insurance portfolio for the fleet, including lodging insurance claims and ensuring compliance.

Maintaining and updating the company's asset and maintenance register.

Preparing detailed vehicle condition reports and ensuring timely coordination of repairs.

Managing registrations, compliance, and penalty ticket nominations efficiently.

Quoting and negotiating costs for fleet services and repairs.

Allocating drivers to vehicles and ensuring smooth operations across the fleet.

Property Management:

Sourcing and evaluating potential properties.

Coordinating and negotiating the best quotes and processes for contracts, leases, repairs, and maintenance.

Managing insurance quotes and claims for property repairs.

Preparing and implementing emergency response plans for events such as floods and cyclones, ensuring the safety and readiness of properties and assets.

Procuring necessary equipment and furniture for properties.

Administrative Support:

Managing documentation and administrative procedures across departments.

Assisting with overseeing business insurance quotations and liaising with brokers to secure appropriate coverage.

Attending organisational meetings and preparing minutes.

Coordinating travel, accommodation, and event logistics.

Overseeing HEQS merchandise and office supplies.

HR Support:

Allocating fleet vehicles, computers, phones, and other assets to employees.

Maintaining accurate records of asset allocation and returns.

Assisting with onboarding new employees, including managing assets and HR documentation.

Organising staff events, training sessions, and employee records.

What We're Looking For: We're searching for a highly organised and proactive individual with the skills to excel in a dynamic environment. Key attributes include:

Experience: A minimum of 2 years of proven work experience in facilities management, fleet management, or a similar role within Australia.

Knowledge: Strong understanding of Australian regulations, contracts, registration, compliance, quoting processes, and penalty ticket nominations.

Mechanical Aptitude: Understanding of basic automotive systems (engine, brakes, electrical) sufficient to assess repair quotes and communicate technical issues with service providers

Property Management Expertise: Proven ability to negotiate with agents and manage contracts, leases, and repair processes effectively.

Emergency Response Skills: Ability to prepare for and respond to property-related emergencies such as floods and cyclones.

Fleet Expertise: Strong negotiation skills with dealers for fleet acquisition and ability to manage fleet insurance portfolios.

Previous experience managing commercial insurance claims and policy negotiations

Full-Time Availability: This role is only open to candidates available for full-time work. It is not suitable for students, part-time seekers, or overseas students.

Local Experience: Only candidates with proven Australian work experience will be considered.

Industry Knowledge: Familiarity with Australian commercial vehicle regulations, property leasing laws, and workplace health and safety compliance requirements

Education: Certificate IV, Diploma, or Bachelor's degree in Business, Administration, Property Management, or related fields (current students in final year also considered)

Technical Skills: Advanced proficiency in Microsoft Excel (pivot tables, formulas), Word, and database management systems such as Access or similar fleet management software

Advanced Excel skills including VLOOKUP, pivot tables, data analysis, and financial modelling for fleet cost tracking

Communication Skills: Excellent written, verbal, and interpersonal communication skills to liaise effectively with stakeholders.

Negotiation Skills: Proven ability to negotiate and obtain competitive quotes for services, repairs, and insurance.

Professionalism: Ethical, inclusive, and able to manage confidential information with discretion.

Driver's Licence: Current and valid Australian driver's licence (minimum Class C)

Background Check: Clear and current National Criminal History Check.

Work Authorisation: Must have unrestricted right to work in Australia (Australian citizen, permanent resident, or valid work visa)

Temporary work visas with employer sponsorship restrictions will not be considered

Your Impact: You'll play a pivotal role in ensuring our operations run smoothly, from managing contracts and assets to overseeing property maintenance and supporting HR activities. Your comprehensive expertise in facilities or fleet management, emergency response readiness, and negotiation skills will drive efficiency and add value to our organisation.

Ready to Join Us? If this opportunity excites you, we'd love to hear from you! Apply now with your cover letter and résumé. Please note: This is a full-time, on-site role. Applications from students, part-time seekers, or candidates without Australian work experience will not be considered.