Administrative Coordinator (Fleet & Registration Support)

Our client is an automotive service and equipment management business supporting commercial clients.

They are now seeking to hire an Administrative Coordinator to support fleet operations, registration processing, and administrative workflows for a fast-paced automotive services business. This role starts as part-time (20 hours per week) with the opportunity to transition into full-time based on performance and business needs.

Job/Role Responsibilities

Administration & Data Management

• Cross-check and reconcile data between internal systems (Fleet Check & SIMPRO)
• Maintain accurate records across job management and CRM platforms
• Create and update tasks, service jobs, and workflows
• Ensure all documentation is complete, accurate, and properly filed

Scheduling & Customer Coordination

• Contact customers via phone and email to schedule services
• Confirm bookings and update system schedules
• Respond to customer enquiries in a professional and timely manner
• Collect missing information from customers and internal teams

Fleet & Registration Support

• Process Queensland Transport registration documentation
• Ensure compliance and accuracy in all submitted records
• Track service, roadworthy, and registration due dates
• Allocate correct workflows based on deadlines

Operational Support

• Prepare job documentation and assist with basic quoting using templates
• Maintain organised digital filing systems
• Provide feedback collection from customers post-service
• Support the operations and workshop team with admin tasks

Requirements

• Experience in administration, data entry, or operations support
• Background in scheduling, bookings, or customer service (preferred)
• Exposure to logistics, fleet, automotive, or service-based industries (advantageous)
• Strong administrative and data entry experience
• High attention to detail and accuracy
• Confident in handling customer calls and emails
• Ability to follow structured processes and workflows
• Strong organisational and time management skills
• Comfortable working in a fast-paced, repetitive task environment
• Reliable, proactive, and able to work independently

Systems Experience

• CRM / Job Management Systems – Intermediate
• Microsoft Office / Google Workspace – Intermediate
• Fleet Check / SIMPRO – Basic to Intermediate (training provided)
• Phone systems (e.g., 3CX) – Basic

Benefits

• ​Permanent work-from-home set-up
• Dayshift (Australian business hours)
• Part-time job
• HMO
• Annual leave
• 13th-month pay
• With Government Mandated Benefits