Office Administrator

FourQuarters Recruitment; Melbourne; On-site; AUD 55,000 - 70,000; Full time

Benefits offered by this job

Free on-site parking

Job summary

FourQuarters Recruitment client in Melbourne seeks an Administration Officer to support daily operations, inventory, and service coordination in a busy office environment.

You will handle phone and email inquiries, maintain records, assist with warranty admin, and liaise with internal teams and customers. Training provided.

This role offers a collaborative team, on-site parking, and varied responsibilities across business functions.

Qualifications

• Previous experience in an Administration Officer, Service Administrator, Operations Administrator or similar role.
• Exposure to inventory management, stock control, service coordination or warranty administration.
• Strong computer literacy, including Microsoft Office, particularly Excel and Outlook.
• Confidence working with spreadsheets, data entry and numerical information.
• Excellent telephone manner and strong written and verbal communication skills.
• Strong organisational skills with the ability to manage competing priorities.
• High attention to detail and accuracy when processing documentation and maintaining records.
• A proactive, hands-on approach with strong problem-solving capabilities.
• A customer-first mindset and the ability to build positive relationships with colleagues and customers.
• Willingness to learn new systems, processes and industry-specific procedures.
• Experience within automotive, equipment distribution, wholesale, service or inventory-based environments would be advantageous

Responsibilities

• Manage incoming phone calls and email enquiries, providing professional and timely customer service.
• Respond to customer enquiries relating to vehicle rentals, product availability, servicing and general business operations.
• Coordinate and schedule service technicians, ensuring appointments and service requirements are effectively managed.
• Process and maintain job cards relating to vehicle sales, servicing and technician activities.
• Assist with warranty administration, including documentation, enquiries and processing.
• Maintain accurate inventory records, including stock movements, adjustments and system updates.
• Assist with stocktakes, inventory reconciliation and data entry.
• Prepare and update spreadsheets, inventory reports and general operational documentation.
• Provide general administrative support to ensure the smooth running of day-to-day operations.
• Liaise with internal departments, customers and external stakeholders to resolve enquiries and operational issues.

Skills

Administration

Customer service

Outlook

Data entry

Organizational skills

Communication

Problem-solving

Teamwork

Vehicle knowledge

Tools

Excel

Microsoft Office

Job description

Our client is a well-established and highly regarded Australian distributor specialising in sporting equipment and utility vehicles. With a strong national presence and a reputation for delivering quality products and exceptional customer service, the business continues to grow within its market.
Based in the southeast, this is an exciting opportunity to join a close-knit, supportive team where no two days are the same.

About the Role

We are seeking a proactive, organised and customer-focused Administration Officer to join the team.

This is a varied, hands-on position suited to someone who enjoys being the go-to person in a busy office environment. You will play an integral role in supporting daily business operations, coordinating service activities, managing customer enquiries and maintaining accurate inventory and administrative records.

Working closely with internal teams, service technicians and customers, you will have the opportunity to gain exposure to multiple areas of the business.

Key Responsibilities

• Manage incoming phone calls and email enquiries, providing professional and timely customer service.
• Respond to customer enquiries relating to vehicle rentals, product availability, servicing and general business operations.
• Coordinate and schedule service technicians, ensuring appointments and service requirements are effectively managed.
• Process and maintain job cards relating to vehicle sales, servicing and technician activities.
• Assist with warranty administration, including documentation, enquiries and processing.
• Maintain accurate inventory records, including stock movements, adjustments and system updates.
• Assist with stocktakes, inventory reconciliation and data entry.
• Prepare and update spreadsheets, inventory reports and general operational documentation.
• Provide general administrative support to ensure the smooth running of day-to-day operations.
• Liaise with internal departments, customers and external stakeholders to resolve enquiries and operational issues.

About You

To be successful in this role, you will be a confident and capable administrator who thrives in a busy environment, demonstrates initiative and enjoys taking ownership of their work.

You will bring a positive, solutions-focused attitude, strong attention to detail and a genuine commitment to delivering excellent customer service.

Skills & Experience

• Previous experience in an Administration Officer, Service Administrator, Operations Administrator or similar role.
• Exposure to inventory management, stock control, service coordination or warranty administration will be highly regarded.
• Strong computer literacy, including Microsoft Office, particularly Excel and Outlook.
• Confidence working with spreadsheets, data entry and numerical information.
• Excellent telephone manner and strong written and verbal communication skills.
• Strong organisational skills with the ability to manage competing priorities.
• High attention to detail and accuracy when processing documentation and maintaining records.
• A proactive, hands-on approach with strong problem-solving capabilities.
• A customer-first mindset and the ability to build positive relationships with colleagues and customers.
• Willingness to learn new systems, processes and industry-specific procedures.

Experience within automotive, equipment distribution, wholesale, service or inventory-based environments would be advantageous, although not essential.

What's on Offer

• Join a long-established and successful Australian business.
• Supportive, friendly and collaborative working environment.
• Varied responsibilities with exposure to multiple business functions.
• Comprehensive training on internal systems, products and procedures.
• Opportunity to undertake initial training at the company's Queensland head office.
• Free on-site parking
• Ongoing temporary opportunity within a busy and growing business.

Important Information

• Applicants must have access to their own reliable vehicle due to limited public transport options.
• Candidates must be willing and available to travel to Queensland for training as required.