Automotive Administration Assistant

Autopact; Sunshine Coast Regional; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Exclusive retail discounts & rewards—<

Employee Assistance Program (EAP) - 24

Development opportunities and on the‑?

Discounted health insurance

Job summary

Autopact is seeking a well-organised, detail-oriented Automotive Administration Assistant to join our Head Office team on a full-time, permanent basis.

In this dual-support role, you will provide hands-on administrative and processing support across two key functions: assisting the Network Development & Group Projects Manager with documentation, trackers, and applications, and supporting our Executive Support Officer with general Head Office administration.

Qualifications

• Prior administrative, coordination or data-entry experience.
• Automotive or dealer group experience valued but not required.
• Strong organisational skills and ability to manage multiple trackers.
• Proactive, reliable approach to processing and admin tasks.

Responsibilities

• Network Development Support: Prepare EOI submissions, manage application trackers, collate supporting documentation, and monitor OEM portals.
• CI Upgrade Administration: Track compliance milestones across dealership sites, process funding claims, purchase orders, and invoices, and help coordinate works with contractors.
• Greenfield & Project Tracking: Maintain pipeline trackers, assist with basic market research data collection, schedule meetings, and take project minutes.
• Stock Control Coordination: Consolidate monthly dealership stock data, maintain reporting templates, and distribute meeting packs.
• General Administration: Provide day-to-day administrative support as directed by the Executive Support Officer.

Skills

Organisational skills

Attention to detail

Written and verbal communication

MS Excel/Word/Outlook

DMS / OEM portals experience

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Dealer Management Systems (DMS)

OEM portals

Job description

Autopactis one of Australia's largest and growing automotive dealership groups. Across our 35 dealerships along the eastern seaboard, we represent 41 of the top car brands in Australia, covering each of the volume, premium, luxury and commercial vehicle categories.

About the Role

Autopact is seeking a well-organised, detail-oriented Automotive Administration Assistant to join our Head Office team on a full-time, permanent basis.

In this dual-support role, you will provide hands‑on administrative and processing support across two key functions: assisting the Network Development & Group Projects Manager with documentation, trackers, and applications, and supporting our Executive Support Officer with general Head Office administration.

This is an execution-focused role where your strong organizational skills will help keep our network development projects, CI upgrades, greenfield pipelines, and stock control cycles running smoothly.

Key Responsibilities

• Network Development Support: Prepare EOI submissions, manage application trackers, collate supporting documentation, and monitor OEM portals.
• CI Upgrade Administration: Track compliance milestones across dealership sites, process funding claims, purchase orders, and invoices, and help coordinate works with contractors.
• Greenfield & Project Tracking: Maintain pipeline trackers, assist with basic market research data collection, schedule meetings, and take project minutes.
• Stock Control Coordination: Consolidate monthly dealership stock data, maintain reporting templates, and distribute meeting packs.
• General Administration: Provide day‑to‑day administrative support as directed by the Executive Support Officer.

The Individual

• Prior administrative, coordination or data-entry experience; automotive or dealer group experience will be highly regarded but not essential.
• Strong organisational skills and attention to detail, with the ability to manage multiple trackers and deadlines accurately.
• Comfortable following established processes and templates, and escalating issues to senior Management as requried.
• Good written communication skills for following up with dealership and OEM contacts.
• Proficiency in Microsoft Excel, Word and Outlook; experience with Dealer Management Systems (DMS) or OEM portals an advantage.
• A proactive, reliable 'get it done' approach to processing and administrative tasks.

What's on offer?

• A well varied Administrative position where you can learn and develop your skill set in a dynamic environment.
• Relaxed yet vibrant company culture!
• Exclusive retail discounts & rewards program through Flare Benefits
• Employee Assistance Program (EAP) - 24/7 support for our employees and their families
• Ongoing development opportunities and on the job support.
• Our staff and their families enjoy access to benefits such as discounts on vehicles,finance and servicing and discounted health insurance.