Part Sales Administration Officer

Cougar Group; Newcastle-Maitland; On-site; AUD 65,000 - 85,000; Full time

Job summary

The Cougar Group in NSW and QLD is seeking a highly organised Spare Parts Administrator to support parts enquiries, purchase orders, quotations, and urgent breakdowns across our ERP systems.

You will act as a key contact for customers and internal stakeholders, managing order processing, parts interpretation, inventory replenishment, service exchange programs, and invoicing documentation to ensure prompt delivery and accuracy.

Qualifications

• Certificate or Diploma in Business Administration, Sales or related field.
• 2 years' experience in sales administration or customer service, preferably within mining or heavy industry.
• Proficiency in Microsoft Suite and experience with CRM or ERP systems.
• Experience processing customer orders, quotations and purchase orders within an ERP or inventory management system.
• Ability to manage competing priorities in a fast-paced environment.
• Familiarity with parts or technical product interpretation.
• Exposure to inventory or logistics coordination.
• Ensure accuracy in data, documentation and communication.

Responsibilities

• Manage the customer orders inbox, handling purchase orders, quotes, expediting requests and urgent breakdowns.
• Process customer orders in ERP, verify pricing, availability and delivery.
• Interpret customer requirements to identify suitable parts and source stock from alternate locations.
• Prepare and issue quotations with lead times, pricing validation, and compliance.
• Investigate expediting requests and provide accurate ETA updates.
• Support procurement platforms, administer invoices and delivery docs (ARIBA).
• Assist Key Account Managers with enquiries, invoicing issues and product questions.
• Coordinate urgent spare parts for breakdowns, including freight and logistics liaison.
• Assist in tender submissions and spare part quotations as directed.
• Liaise with internal departments to meet customer requirements efficiently.

Skills

Customer service experience

Attention to detail

Organisational skills

Time management

Education

Certificate or Diploma in Business Administration, Sales or related field

Tools

Microsoft Office

CRM/ERP systems

Job description

Cougar Group is a market-leading OEM manufacturer, hire fleet specialist, and aftermarket service provider for the underground coal mining industry in NSW and QLD. We design, engineer, manufacture, and assemble a diverse range of underground coal diesel equipment, including Personnel Transporters, Graders, Underground Dozers, and Longwall Chock Carriers.

About the Role

We are seeking a highly organised and customer focused Spare Parts Administrator to join our growing team. This role is pivotal in ensuring customers receive timely and accurate support for spare parts enquiries, purchase orders, quotations, expediting requests, and urgent breakdown requirements.

Acting as a key point of contact for both customers and internal stakeholders, you will manage a diverse range of responsibilities across order processing, parts interpretation, inventory replenishment, service exchange programs, and customer support activities. This is a fast-paced role that requires excellent attention to detail, strong administrative capabilities, and the ability to prioritise competing demands while delivering outstanding customer service.

Key Responsibilities

• Manage and maintain the customer orders inbox, responding to purchase orders, quote requests, expediting enquiries, parts interpretation requests, and urgent breakdown requirements
• Process customer purchase orders accurately and efficiently within ERP systems, ensuring pricing, availability, and delivery requirements are verified
• Interpret customer requirements and identify suitable parts, including sourcing stock from alternate locations when required
• Prepare and issue quotations, including availability, lead times, pricing validation and compliance with customer agreements and pricing schedules
• Investigate and respond to expediting requests by reviewing supply chain information, delivery schedules and inventory availability to provide accurate ETA updates
• Support key customer procurement platforms, including the administration of invoice and delivery documentation through systems such as ARIBA
• Provide administrative support to Key Account Managers, assisting with customer enquiries, non-conformance investigations, invoicing issues, and product-related queries
• Coordinate urgent spare parts requirements for equipment breakdowns, including freight arrangements and liaison with warehouse and logistics teams
• Assist in preparing tender submissions and spare part quotations as directed
• Liaise with internal departments to ensure customer requirements are met efficiently

What We're Looking For

• Certificate or Diploma in Business Administration, Sales or related field
• 2 years' experience in sales administration or customer service, preferably within mining or heavy industry
• Proficiency in Microsoft Suite and experience with CRM or ERP systems
• Experience processing customer orders, quotations and purchase orders within an ERP or inventory management system
• Ability to manage competing priorities in a fast-paced environment
• Familiarity with parts or technical product interpretation
• Exposure to inventory or logistics coordination
• Ensure accuracy in data, documentation and communication