Office Manager

Hallam Road Automotive; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Ongoing training and development

Stable employment

Supportive team environment

Job summary

Hallam Road Automotive is seeking an experienced Office Manager to support the smooth day-to-day running of our front office and workshop coordination. This hands-on administrative role centers on coordinating customer interactions, bookings, invoicing and internal workflow to maintain high-quality service.

You will manage front-office operations, invoicing, receivables and support workshop and management teams, ensuring accurate processes and timely communication with customers.

Qualifications

• Strong organisational and administrative skills.
• Experience in Xero and Workshop is preferred.
• Attention to detail and accuracy in financial and customer records.
• Customer service and stakeholder management capability.
• Strong communication skills, both written and verbal.

Responsibilities

• Oversee front-office operations, including customer service, reception and administrative processes.
• Coordinate customer bookings and respond to enquiries in a timely and professional manner.
• Prepare and manage job cards, ensuring accuracy and completeness prior to invoicing.
• Own the end-to-end invoicing and Accounts Receivable function, including timely and accurate invoice generation, payment processing and reconciliation.
• Ensure all invoicing aligns with completed job cards, pricing and agreed customer terms.
• Monitor and manage outstanding receivables, including proactive follow-up on overdue accounts and escalation where required.
• Support parts ordering and assist with customer quoting as required.
• Provide administrative support to the workshop and management team.
• Assist with vehicle logistics, including customer pick-up and delivery where required.
• Coordinate parts collection and supplier interactions as needed.

Skills

Organisational skills

Administrative skills

Xero experience

Workshop experience

Customer service

Communication skills

Tools

Xero

Job description

Hallam Road Automotive has been servicing the local community for more than 25 years, providing high-quality vehicle servicing, repairs and roadworthy inspections across a wide range of makes and models.

We operate from a modern, clean and fully equipped workshop and pride ourselves on quality workmanship, honest service and a strong team environment.

We are looking for an experienced Office Manager to join our team and support the smooth day-to-day running of our front office and workshop coordination.

About the Role

This is a hands-on administrative role at the heart of our business, overseeing front-office operations and ensuring smooth coordination between our customers, workshop team and management.

You will be responsible for managing customer interactions, scheduling, invoicing and internal coordination, ensuring administrative processes are efficient, accurate and aligned with our commitment to high-quality customer service.

Key responsibilities include:

Oversee front-office operations, including customer service, reception and administrative processes

Coordinate customer bookings and respond to enquiries in a timely and professional manner

Prepare and manage job cards, ensuring accuracy and completeness prior to invoicing

Own the end-to-end invoicing and Accounts Receivable function, including timely and accurate invoice generation, payment processing and reconciliation

Ensure all invoicing aligns with completed job cards, pricing and agreed customer terms

Monitor and manage outstanding receivables, including proactive follow-up on overdue accounts and escalation where required

Support parts ordering and assist with customer quoting as required

Provide administrative support to the workshop and management team

Assist with vehicle logistics, including customer pick-up and delivery where required

Coordinate parts collection and supplier interactions as needed

About You

To be successful in this role, you will have:

Strong organisational and administrative skills

Experience in Xero and Workshop is preferred

Attention to detail and accuracy in financial and customer records

Customer service and stakeholder management capability

Strong communication skills, both written and verbal

Problem-solving and initiative in handling administrative issues

What we offer

Above-award remuneration, reflective of your experience

Supportive and experienced team environment

Ongoing training and professional development

Stable employment with an established automotive business operating for more than 25 years