Administration Support Officer

Rentco Transport Equipment Rentals; City of Brisbane; On-site; AUD 52,000 - 70,000; Full time

Benefits offered by this job

Competitive remuneration

Full-time, Mon-Fri

Stable Australian business

Brisbane operation

Supportive team environment

Career development opportunities

Job summary

Rentco Transport is seeking an Administration Support Officer for our Wacol branch in Brisbane. This role supports the workshop team with job administration, data entry, purchasing, invoicing and coordinating day-to-day activities.

You’ll manage information flow, maintain records, process invoices and assist with supplier communications, contributing to efficient workshop operations and timely workflows.

Qualifications

• Experience in a fast-paced operational environment such as administration or workshop.
• High attention to detail and accuracy in data entry and records.
• Proficient across multiple software platforms and ERP systems.
• Strong organisational and time-management abilities.
• Excellent communication with customers, suppliers and colleagues.

Responsibilities

• Perform high-volume data entry and administrative processing quickly.
• Create, update and complete workshop jobs with accurate information.
• Maintain servicing and equipment maintenance records.
• Process supplier invoices and purchase orders accurately.
• Support with repair estimates and job documentation.
• Ensure workshop management systems are kept up to date.
• Respond to workshop, fleet and supplier inquiries professionally.

Skills

Data entry

Organisational skills

Communication skills

Attention to detail

Time management

Problem solving

Tools

ERP systems

Fleet management software

Job management systems

Databases

Job description

Rentco Transport is a leading Australian provider of commercial vehicle and equipment rental solutions. For more than 30 years, we have supported customers across transport, logistics, infrastructure, construction, mining and industrial operations through our national network and large, well-maintained fleet.

Our focus is simple: reliable equipment, practical support and keeping Australian businesses moving.

About the Role

We are looking for a highly organised, efficient and switched-on Administration Support Officer to join our busy Wacol branch.

This isn't a role where you'll simply answer phones and file paperwork. Our branch is a fast-moving environment with multiple jobs, assets, suppliers, mechanics and customers requiring attention at any given time. We need someone who can keep up with that pace, process information quickly and accurately, and help keep the administrative side of the workshop running smoothly.

You will play an important role in supporting the workshop team by managing job administration, data entry, purchasing, invoicing, maintenance records and general workshop coordination.

A big part of your success in this position will come down to your ability to prioritise. Things can change quickly in a transport workshop, so you need to be comfortable identifying what needs immediate attention, what can wait and what needs to be followed up to keep the workflow moving.

What You'll Be Doing

Your responsibilities will include:

• Completing high-volume data entry and administrative processing quickly and accurately.
• Creating, updating and completing workshop jobs and ensuring all relevant information is captured correctly.
• Maintaining accurate servicing, repair and equipment maintenance records.
• Assisting with repair estimates, job documentation and supporting information.
• Processing supplier invoices and purchase orders and ensuring costs are allocated correctly.
• Completing recharge invoicing accurately and promptly under the direction of the Workshop Manager.
• Reviewing workshop information for missing details, discrepancies or errors before jobs are completed or invoiced.
• Keeping workshop management systems accurate and up to date throughout the day.
• Following up outstanding paperwork, purchase orders, invoices and job information with internal teams and suppliers.
• Answering incoming calls and responding professionally to workshop, fleet, supplier and customer enquiries.
• Liaising with mechanics, fleet controllers, suppliers, customers and other departments to help keep jobs progressing.
• Welcoming customers and suppliers attending the branch and assisting them in a professional and helpful manner.
• Maintaining organised electronic and physical records that can be easily retrieved when required.
• Supporting the Workshop Manager and workshop team with day-to-day administration and coordination.
• Identifying administrative bottlenecks and taking the initiative to follow things through.

About You

You don't need to know everything about trucks and trailers on your first day. We're looking for someone who learns quickly, works accurately, stays organised, and is confident navigating technology and systems.

You will ideally have:

• Experience in a fast-paced operational environment, such as administration, service, workshop, transport, automotive or a similar industry.
• Strong data entry and system skills, with the ability to process high volumes of work accurately while maintaining exceptional attention to detail.
• Advanced computer literacy, including confidence working across multiple software platforms, databases and business systems, and the ability to quickly learn new ERP, fleet or job-management systems.
• Excellent organisational and time-management skills, with the ability to manage competing priorities and identify urgent tasks.
• High attention to detail, particularly when handling invoices, purchase orders, job records, estimates and asset information.
• Strong communication and stakeholder management skills, with a professional phone manner and the confidence to liaise effectively with mechanics, managers, suppliers and customers.
• A proactive and solution-focused approach, including the initiative to identify issues, investigate missing information and follow tasks through to completion.
• Resilience, adaptability and a team-oriented mindset, with the ability to remain calm under pressure, adapt to changing priorities and contribute wherever needed to support the team.
• Experience within transport, heavy vehicle, automotive, fleet maintenance, mechanical workshops or equipment hire would be highly regarded, but isn't essential for the right person.

What Success Looks Like

For us, a great Administration Support Officer is someone who keeps the workshop running smoothly behind the scenes.

They ensure jobs are opened and closed correctly, purchase orders and invoices are processed promptly, maintenance records remain accurate, and missing information is followed up. They communicate professionally with customers and suppliers and provide mechanics and managers with reliable, up-to-date information they can trust.

Above all, they are organised, proactive and committed to making sure details don't get missed.

Why Join Rentco?

• Competitive remuneration package based on experience.
• Full-time, permanent Monday-to-Friday position.
• Join a stable and growing Australian business.
• Work within a busy and expanding Brisbane operation.
• Supportive team environment where good people are trusted to take ownership of their role.
• Opportunities to develop your knowledge and progress within a national organisation.

If you're someone who enjoys being busy, works quickly without sacrificing accuracy, is confident with technology and takes pride in keeping things organised and moving, we'd like to hear from you.