Branch & Service Administrator

National Pump & Energy Pty; Town Of Port Hedland; On-site; AUD 55,000 - 70,000; Full time

Benefits offered by this job

Competitive remuneration

Employee Assistance Program

Private Health Insurance discounts

Gym Membership discounts

Flexible working options

Weekly pay cycle

Novated lease and salary packaging

Job summary

National Pump & Energy is seeking a motivated Branch/Service Administrator to join our Port Hedland team. You will support branch operations, coordinate fleet maintenance, and manage service documentation to ensure smooth daily workflows.

This role suits detail-oriented professionals who thrive in a dynamic environment and can communicate effectively with customers and internal teams. A current driver’s license and proficiency with MS Office are essential, with opportunities for career growth

Qualifications

• Current Driver's License.
• Proactive and forward-thinking mindset.
• Strong verbal and written communication abilities.
• Advanced Microsoft Office Suite skills.

Responsibilities

• Collaborate with the Branch Manager to support the effective operation of the branch and service department.
• Provide friendly and professional customer assistance as the first point of contact for all enquiries.
• Oversee all incoming service requests and customer repair jobs, including booking freight and generating reports.
• Ensure timely collection and processing of branch documentation (timesheets, Take 5s, pre-starts, JSAs, job sheets).
• Timely co-ordination, validation and processing of purchase orders, supplier invoices.
• Daily document management ensuring timely delivery to relevant departments.
• Assist with booking branch personnel training, medical, accommodation, travel, and site access requirements.
• Manage inventory by allocating stock to workshop jobs and conducting stocktakes.
• Assist the HSE & HR departments in administrative duties to ensure compliance.
• Collaborate with stakeholders to help achieve business objectives and provide admin support.
• Maintain all service and repair records and related fleet documentation.
• Communicate with customers to update on repair status and portals.
• Manage and maintain open job cards and pricing quotes for customers.
• Process and manage invoicing for customer repair work.

Skills

Attention to detail

Time management

MS Office

Communication

Independence

Education

Certificate III Business Administration

Tools

Insphire

Forklift License

Job description

We provide the benefits you expect from a leading national company, but what makes us different?

Rewarding Work -

Being leaders in our industry, we offer a diverse fast-paced work environment.

Our Culture -

We offer the career opportunities of a large company with the tight knit family feel of a smaller team.

Loyalty -

We want to see you reach your potential and we would like to help you get there!

About Us:

National Pump & Energy (NPE) are proud to be leaders in the provision of pump, power and water treatment solutions. As an industry leader our reputation has been built on products and services delivered by people who are passionate about quality, reliability, and attentiveness.

About the role:

We're offering an exciting opportunity for a motivated and detail-oriented Branch/Service Administrator to become part of our Port Hedland team. If you're enthusiastic, adaptable, and thrive in a dynamic environment, this could be the perfect role for you.

In this position, you'll play a key role in supporting branch operations through a variety of administrative tasks. Responsibilities include coordinating fleet maintenance, managing documentation for customer repair equipment, and overseeing the day-to-day administrative functions of the service department.

Key Responsibilities:

• Collaborate with the Branch Manager to support the effective operation of the branch and service department, including completing relevant service and administrative tasks as needed
• Provide friendly and professional customer assistance as the first point of contact for all enquiries, phone calls and general customer service enquiries
• Oversee all incoming service requests and customer repair jobs, including booking freight and generating reports, to ensure efficient progression through the service department
• Ensure timely collection and processing of all branch-related documentation, such as timesheets, Take 5s, pre-starts, JSAs, and job sheets
• Timely co-ordination, validation and processing of purchase orders, supplier invoices
• Daily document management ensuring timely delivery to relevant departments.
• Assist with booking of branch personnel training, medical, accommodation, travel, and site access requirements
• Manage inventory by allocating stock to workshop jobs, maintaining appropriate stock levels, and conducting regular stocktakes.
• Assist the HSE & HR departments in administrative duties to ensure compliance with relevant legislative obligations
• Collaborate with key stakeholders to help achieve business objectives, offering administrative assistance as needed.
• Accurately maintain all service and repair records and other documentation associated with fleet maintenance
• Communicate with customers to keep them informed on the status of their repairs, including updating relevant customer portals.
• Manage and maintain open job cards to ensure up-to-date tracking
• Prepare job costing documentation for the Workshop Supervisor, including reviewing and correlating external quotes and pricing before submission to customers
• Process and manage invoicing for all customer repair work
• Delivering exceptional customer service to both our internal and external customers
• Manage the branch reception area and perform the associated administrative tasks as required
• Provide friendly and professional service as the first point of contact for branch visitors, phone calls and general enquiries
• Maintain branch personnel roster in co-ordination with the Branch Manager
• Other duties as directed by your supervisor.

Skills and Experience:

Essential:

• Current Driver's License.
• Proactive and forward-thinking mindset
• Strong attention to detail
• Excellent time management skills with the ability to prioritise tasks effectively while maintaining accuracy
• Advanced Microsoft Office Suite skills
• Strong verbal and written communication abilities
• Capable of working independently, demonstrating initiative and adaptability with minimal supervision

Desirable:

• Experience in Rental, Mining or Construction (or similar) Industries
• Certificate III Business Administration (or similar)
• Experience in Insphire.
• Forklift License

Benefits:

• Competitive remuneration
• Opportunity to grow within the business and own what you do
• Employee Assistance Program for staff and their family
• Great savings on Private Health Insurance + Gym Membership
• Option to select weekly pay cycle
• Flexible working options
• Novated lease and salary sacrifice options
• Generous discounts available on our online employee portal (Save $ at popular retailers including
• JB Hifi, Event Cinemas and many many more!)