Depot Administrator

Viva Energy Australia; Adelaide; On-site; AUD 65,000 - 75,000; Full time

Job summary

Viva Energy Australia seeks a Depot Administrator to join the Regency Park depot team. You will provide essential administrative support across depot operations, assist drivers and the operations team, and help maintain accurate records and compliance.

You will handle delivery paperwork, fleet records, and documentation, while coordinating payroll and general office tasks. The role demands strong organisation, confidentiality and a customer-service mindset in a fast-paced environment.

Qualifications

• Previous administrative or office experience.
• Current Driver's Licence and ability to transport drivers when needed.
• Strong organisational and time management skills.
• High attention to detail and accuracy.
• Excellent written and verbal communication.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Able to learn new systems quickly and work independently.

Responsibilities

• Provide administrative support to the Regency Park depot ensuring smooth daily operations.
• Prepare delivery paperwork including dockets and run sheets to support scheduling.
• Manage fleet administration with vehicle records and maintenance docs.
• Process transport documentation and respond to driver/customer enquiries.
• Monitor driver records, logs, fatigue docs and training records.
• Coordinate depot administration including payroll, stationery, and filing.
• Support fleet maintenance activities and back up other Operations team members.

Skills

Office administration

Driver's license

Organization

Communication skills

MS Office

Attention to detail

Confidentiality

Customer service

Independence

Tools

Fleet Management System

Job description

Join a Company that operates a substantial wholesale fuels business encompassing well established brands of Mogas Regional, Liberty Rural, Ausfuel and Directhaul. Between the business’, we distribute fuel nation-wide.

Our business operates locally under two strong names, Mogas Regional and Liberty Rural. Both are proud South Australian operated distributor of fuels which provides solutions to customers across a broad range of industries, from primary producers through to industrial, mining, transportand retail customers.

We manage our in-house company-owned delivery fleet which is complemented by a contractor fleet working across the country. To complement our fuels business, we also supply a full range of packaged lubricants and refuelling products including tanks and dispensing equipment

Job Description

We are seeking a Depot Administrator to join our team at the Regency Park Depot. In this role, you will provide administrative support across depot operations, supporting our drivers and operations team. Reporting to the Operations Lead – SA, you will play a key role in maintaining accurate records, coordinating operational administration and supporting compliance across the depot.

Responsibilities

• Provide administrative support to the Regency Park depot, ensuring the smooth day-to-day operation of the office.
• Prepare customer delivery paperwork, including delivery dockets and daily run sheets, to support the efficient scheduling of deliveries.
• Manage fleet administration, including maintaining vehicle records, uploading documentation and supporting maintenance administration within the Fleet Management System.
• Process transport documentation, including commercial paperwork, retail delivery processing and responding to driver and customer paperwork enquiries.
• Monitor and maintain driver records, including logbooks, fatigue documentation and training records.
• Coordinate depot administration, including payroll, uniform orders, stationery orders, printing, filing and general office support.
• Coordinate driver movements to and from service providers as required to support fleet maintenance activities.
• Provide administrative support and backup to other members of the Operations team as required.
• Build strong working relationships with drivers, customers and internal stakeholders while maintaining confidentiality and a high level of accuracy.

Qualifications

• Previous administrative or office experience.
• Current Driver's Licence, with the ability to transport drivers to and from service providers when required using a company vehicle.
• Strong organisational and time management skills, with the ability to prioritise tasks.
• High attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Outlook, Word and Excel.
• Ability to learn new systems and internal software quickly.
• Ability to work independently while contributing positively to a team environment.
• Professional, reliable and able to maintain confidentiality.
• Friendly, approachable and customer-service focused.
• Comfortable working in a fast-paced environment with changing priorities.

Additional Information

• A culture of care, reputation, equality and determination
• Work with some of the brightest and best minds in Australia
• Be part of the growth story of an exceptional business
• Build a career and drive your own future
• A competitive salary package

We welcome applicants from diverse backgrounds, Aboriginal and Torres Strait Islander.

Please note only shortlisted applicants will be contacted.