Service Administration Assistant

About the Role

The successful candidate will support the service department, maintain accurate records, and help improve internal processes, while ensuring timely communication with customers and technicians. • Provide administrative support to the service department and technicians. • Answer incoming phone calls and assist with enquiries. • Create and raise service job requests. • Prepare and issue customer invoices regularly. • Enter accurate timecard data. • Reconcile BOC accounts and follow up on gas bottle status. • Generate purchase orders for service technicians and engineers. • Provide backup support to service administrators and reception as needed. • Contribute to continuous improvement of internal systems and processes. • Develop Pronto Service training module documentation. • Maintain licence, training records, equipment logs, and ARCTICK licence documentation. • Collate service reports and maintenance sheets. • Maintain filing systems for the Melbourne office. • Request and receive customer purchase orders before invoicing. • Communicate cost estimates to obtain purchase orders. • Process goods returns and supplier credits in Pronto. • Assist in managing the Work in Progress (WIP) report. • Raise picking slips and issue stock from the Pronto inventory warehouse.

Key Responsibilities

• ▸service requests
• ▸invoicing
• ▸purchase orders
• ▸pronto system
• ▸wip report
• ▸customer communication

What You Bring

We are looking for someone with prior administration experience, strong customer‑service skills, and a collaborative, proactive attitude. The role requires excellent communication, MS Office proficiency, and the ability to manage multiple priorities and meet deadlines. If you have the required skills and a current Australian working right, please submit your resume and cover letter. Pre‑employment checks, including references, medical assessment, criminal record check, and drug & alcohol testing, form part of the recruitment process. Only shortlisted candidates will be contacted. • Previous administration experience in a similar role. • Strong customer service and service‑oriented mindset. • Proficiency with MS Office. • Excellent written and verbal communication skills. • Professionalism, initiative and proactiveness. • Strong time‑management and prioritisation abilities. • Ability to build positive relationships with employees and customers. • Multitasking capability and confidence meeting deadlines. • Self‑motivated attitude and eagerness to learn. • Current working rights in Australia.

Requirements

• ▸administration
• ▸customer service
• ▸ms office
• ▸communication
• ▸proactive
• ▸work rights

Benefits

GBI provides diverse on‑the‑job learning opportunities, a competitive remuneration package, and clear pathways for career growth within a leading organisation. • Diverse on‑the‑job learning opportunities. • Competitive remuneration package. • Opportunity for career development within a leading organisation. • Supportive team environment.

Work Environment

Office Full-Time