Administrator - Service Operations

WesTrac; Newcastle City Council; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Parental leave

Novated leasing

Income protection insurance

Discounted health insurance

Gym access

Job summary

WesTrac in Tomago, NSW, is seeking an experienced Administrator to join the Machine Rebuilds workshop team. Based at our Head Office facility, this full-time role supports day-to-day operations by managing documentation, coordinating requirements, and providing strong workshop support to rebuild programs for mining and construction sectors.

You will handle timesheets, liaise with internal teams and suppliers, arrange travel and accommodation, and coordinate training and compliance.

Qualifications

• Relevant qualification in Business Administration with experience in a similar administrative role.
• Experience using Induction portals such as Pegasus desirable.
• Strong computer literacy and high-accuracy data entry skills.
• Excellent communication skills—clear, professional and confident.
• High attention to detail and strong organisational skills.
• Ability to work under pressure and manage competing priorities with ease.

Responsibilities

• Manage general administrative tasks—including data entry, filing, document control and record management
• Coordinate accurate timesheet entry, submission and approvals to ensure our team members are paid correctly
• Liaise with internal teams and external suppliers to organise goods and services
• Coordinate accommodation, travel and expense processes for branch personnel
• Arrange training, inductions and compliance requirements
• Support internal teams by generating and analysing reports to ensure adherence to industry compliance

Skills

Data entry

Communication

Attention to detail

Organisational skills

Time management

Education

Business Administration qualification

Tools

Pegasus

Job description

WesTrac is excited to offer an opportunity for a motivated and experienced Administrator to join our Machine Rebuilds workshop (GWS) team in Tomago.

Based at our state‑of‑the‑art Head Office facility, this full‑time Monday-Friday role is a key support position within our General Workshop Rebuilds Department area, helping ensure the smooth and efficient operation of our machine rebuild programs.

As an Administrator in our workshop, you'll play an essential role in supporting day‑to‑day activities—managing documentation, coordinating operational requirements, and providing exceptional support to our workshop teams. This is a fast‑paced, hands‑on environment where your attention to detail, strong organisational skills and proactive approach will directly contribute to delivering high‑quality rebuilds for customers across mining, construction and earthmoving.

Key Responsibilities

• Manage general administrative tasks—including data entry, filing, document control and record management
• Coordinate accurate timesheet entry, submission and approvals to ensure our team members are paid correctly
• Liaise with internal teams and external suppliers to organise goods and services
• Coordinate accommodation, travel and expense processes for branch personnel
• Arrange training, inductions and compliance requirements
• Support internal teams by generating and analysing reports to ensure adherence to industry compliance

Skills and Experience

• Relevant qualification in Business Administration with experience in a similar administrative role
• Experience using Induction portals such as Pegasus desirable
• Strong computer literacy and high-accuracy data entry skills
• Excellent communication skills—clear, professional and confident
• High attention to detail and strong organisational skills
• Ability to work under pressure and manage competing priorities with ease

Why WesTrac?

At WesTrac, we're Made for More—more opportunity, more growth, and more impact. With a team of over 4,500 people nationally, we're united by our care for each other, our passion for building a better tomorrow, and our commitment to continual evolution.

We invest heavily in your development, offering access to our in‑house RTO(50737), dedicated learning pathways, and hands‑on experience with the latest Cat® technology and future‑focused capabilities. As one of the world's largest authorised Cat® dealers, you'll be part of an industry leader shaping what's next in mining and construction.

What we offer

• Financial Benefits - Paid Parental Leave & Secondary Carers Leave, Salary Sacrificing, Novated Leasing, Income Protection Insurance & more than 600 retail discounts, such, Coles, Petbarn, Virgin, HOYTS & Crown. Purchased leave program and RDO options available.
• Health & Wellness - Discounted Health Insurance, Fitness Passport to access multiple gyms across Australia & EAP access to support you and your immediate family.
• Culture & Career - Personal and Team Recognition (Made for More awards), Internal Career Progression, Training & Flexibility through our award-winning WesTrac Institute
• Employee Referral Program - Opportunity to receive a referral bonus for applicable roles
• Additional Perks - Free parking, onsite café, bootcamp and yoga available at certain locations

Please note: WesTrac may commence shortlisting and interviewing candidates prior to the closing date and reserves the right to withdraw this advertisement earlier if a suitable candidate is appointed.Successful applicants will be required to complete a satisfactory National Criminal History Check & Medical as part of the recruitment process.

At WesTrac, our primary focus is our people. As we look to the future, we're focused on harnessing the best talent and providing them with the support they need to achieve success. WesTrac is a member of the Diversity Council of Australia and recognise the value of and strongly support the principles of equal employment opportunities in the workplace and are committed to continue to build our workplace culture.