DATA ADMINISTRATION & ONLINE AUCTIONS ASSISTANT

Excavation Equipment; Toowoomba Regional; On-site; AUD 50,000 - 70,000; Full time

Job summary

EXEQ Group in Toowoomba is seeking a Data Administration & Online Auctions Assistant. This role is predominantly data administration with extensive data entry, updating spreadsheets, and stock information management across Australia.

You will support the Online Auctions Manager and team, coordinating administration behind our auction activity, maintaining schedules, listings, and inventory records while using Xero and YardMate-related tools.

Qualifications

• Excellent attention to detail and accuracy in data handling.
• Enjoys data entry, structured administrative work and working with large data sets.
• Comfortable using Excel and computer systems.
• Experience with Xero, inventory systems or stock administration is advantageous but not essential.

Responsibilities

• Reviewing and updating the auction schedule.
• Creating and updating auction listings as required.
• Maintaining costing sheets as YardMate systems roll out.
• Updating truck job lists with movements and load details.
• Monitoring auction and Gearbox inboxes and maintaining stock information across systems.
• Liaising with EXEQ branches to obtain information for upcoming auctions.
• Save and print post-sale reports and out-of-auction invoices weekly.
• Update stock sheets to identify sold/not sold stock.
• Enter invoices into Xero and create invoice checklists.
• Maintain invoice and payment spreadsheets; prepare weekly driver overnight information.
• Assign stock to upcoming auctions; create check sheets for listings; prepare costs, reserves, and P&Ls; create collection spreadsheets and load-out lists; assist with coordinating movement of sold equipment.

Skills

Attention to detail

Data entry

Excel

Communication

Organization

Xero experience

Inventory systems

Tools

Xero

Inventory software

Spreadsheet software

Job description

DATA ADMINISTRATION & ONLINE AUCTIONS ASSISTANT

Are you one of those rare people who genuinely loves a good spreadsheet, an accurate list and the satisfaction of knowing everything is exactly where it should be?

We are looking for a highly organised and detail-focused person to join our Online Auctions team at EXEQ in Toowoomba.

We want to be upfront: this is predominantly a data administration role. There is a significant amount of data entry, checking, updating, spreadsheets, stock information and process-driven work involved.

If that makes you want to run for the hills, this probably isn't your job. If it makes you think, actually, that sounds rather satisfying, we would really like to hear from you.

About the role

Working alongside our Online Auctions Manager and broader EXEQ team, you will help coordinate the administration behind our online auction activity across Australia.

Your day-to-day responsibilities will include:

• Reviewing and updating the auction schedule.

• Creating and updating auction listings as required.

• Maintaining costing sheets while our YardMate systems continue to roll out across locations.

• Updating truck job lists with truck movements and load details.

• Monitoring and actioning the relevant auction and Gearbox email inboxes.

• Maintaining accurate stock and auction information across our systems.

• Liaising with EXEQ branches to obtain information required for upcoming auctions.

On a weekly basis, you will also:

• Save and print post-sale reports and out-of-auction invoices.

• Update stock sheets to identify stock sold and not sold.

• Enter invoices into Xero.

• Create invoice checklists.

• Maintain invoice and payment spreadsheets.

• Prepare weekly driver overnight information.

As auctions arise, you will:

• Assign stock to upcoming auctions.

• Create check sheets for individual listings.

• Prepare costs and reserves.

• Create cost and lot lists.

• Prepare auction P&Ls.

• Create collection spreadsheets for our branches.

• Prepare load-out lists.

• Assist with coordinating the movement and collection of sold equipment.

About you

We are less concerned about whether you have worked in an auction business before and more interested in how your brain works.

You will ideally be someone who:

• Has exceptional attention to detail.

• Enjoys data entry and structured administrative work.

• Is comfortable working with large amounts of information.

• Can spot when a number, stock item or detail doesn't look right.

• Is confident using Excel and other computer systems.

• Is organised and able to work through competing deadlines.

• Takes ownership of tasks and follows them through.

• Communicates confidently with colleagues across different locations.

• Is reliable and enjoys being part of an office-based team.

• Has experience with Xero, inventory systems or stock administration — advantageous, but not essential.

Training will be provided in our auction processes and systems.

About EXEQ

EXEQ Group is an Australian-owned equipment business supplying machinery and equipment to customers across Australia.

With operations in Toowoomba, Townsville, Ipswich, Shepparton and Western Australia, we are a fast-moving business with a practical culture and a team that genuinely works together.

Our non-negotiables are simple: Professional. Prompt. Safe.

We believe in doing our best, taking ownership, challenging with respect, keeping an open mind and building something worth leaving behind.

Why join us?

You will join a growing Australian business where good people are noticed and opportunities continue to develop as we grow.

This role is particularly suited to someone who enjoys being the organised person behind the scenes — the one who makes sure the details are right and things actually get done.

If that sounds like you, we'd love to hear from you.