Fleet Administration Officer

Fire Rescue Victoria; Melbourne; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Free on-site parking

Free gym on site

Job summary

Fire Rescue Victoria in Melbourne is seeking a Fleet Maintenance Administration Officer to provide administrative and operational support to Fleet Maintenance staff, including workshop personnel and apprentices. The role is based in Thornbury with limited WFH and a fixed-term until 30 June 2027.

You will handle data entry for fleet maintenance, payroll verification, and generate regular reports for the Fleet Operations Manager.

Qualifications

• Completed VCE and strong administration skills.
• Experience with payroll timesheets, leave and allowances.
• Ability to liaise with internal stakeholders to ensure policy compliance.

Responsibilities

• Input fleet management and maintenance data including timesheets and task codes.
• Create and edit the Appliance Availability Report to support Fleet Operations.
• Verify payroll timesheets, leave forms and allowances; resolve anomalies.
• Collaborate with Managers to modify processes for better efficiency and accuracy.
• Provide admin support to workshop staff during fires/incidents and rosters.

Skills

Administration skills

Data entry

Payroll verification

Education

Completed VCE

Job description

As the new Fleet Maintenance Administration Officer your role will be to provide administrative and operational support to Fleet Maintenance staff, including workshop personnel, apprentices and the broader Fleet Services Department.

Located in Thornbury, you will be responsible for coordinating and overseeing administrative processes relating to timesheets, leave, overtime and allowances, ensuring accuracy, compliance and timely submission in addition to a range of other general administration duties listed in the functional accountabilities section.

The Role

Are you ready? This role is an ASAP start!

The position provides regular reporting and data analysis to identify trends and emerging issues, and offers recommendations and advice to the Manager, Fleet Operations.

The role also liaises with internal FRV stakeholders to support workshop staff and apprentices and ensure compliance with FRV policies, processes, and procedures.

Tenure: Fixed term role until 30th June 2027

Hours: Full-time (limited WFH)

Location: Thornbury - free onsite parking

Key Functional Accountabilities:

Carry out the input of fleet management and maintenance related data entry including timesheets, the task code entry sheets, create and edit the Appliance Availability Report in line with the Fleet Operations Manager's requirements to assist with monitoring of maintenance for fleet assets on a daily basis.

Undertake payroll timesheet verification including leave forms and resolution processes, checking allowances, petty cash claims, absenteeism entitlements, and identify and investigate anomalies in documentation.

Work with the Manager Fleet Operations and Manager Fleet planning to modify processes to improve functional efficiency, accuracy, robustness and the quality of administration and Workshop information and processes.

Provide administrative support to workshop staff and fleet services management during fires/incidents where workshop staff are supporting operations. This includes preparing rosters, developing spreadsheets covering all entitlements and liaison with Workshop staff to ensure accuracy of entitlements

The Team

FRV 's Thornbury workshop consists of approximately 60 team members including various skill levels including trades like Mechanical Technicians, Bodyshop etc as well as Team Leaders and broader administration teams.

These vital teams support FRV's heavy vehicle fleet. Working in this busy workshop environment requires you to provide support to workshop staff during fires/incidents where workshop staff are supporting operations.

What’s in it for you

We strive to create a high-quality working life for our community of valued employees.

Working with us provides:

Free on-site parking

Free gym on site

Entry into the FRV team

What you will need to succeed

To be successful in this position, you will have:

Completed VCE

Excellent and well-practised administration skills

Fire Rescue Victoria (FRV) is a modern fire and rescue service dedicated to meeting the needs of twenty-first century Victoria. With a workforce of over 4,500 highly committed employees, FRV serves and protects communities across Melbourne and Victoria’s major regional centres.

In delivering this service, we are guided by our core values of teamwork, integrity, respect and accountability. These values underpin everything we do and shape our organisational culture.

We are seeking candidates who are committed to embodying these principles in their work and behaviours.

FRV is an inclusive employer and encourages applications from people of all backgrounds, including individuals of all ages, genders, cultural and linguistic backgrounds, religious beliefs, Aboriginal and Torres Strait Islander peoples, people with disability, and people of diverse gender identities and sexualities.

FRV’s standard practice is to appoint at the advertised salary range.

Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa to apply for this position.