Program Administration Coordinator

Volvo Trucks; Brisbane; On-site; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Career development

Employee Assistance Program

Office in Wacol

Global organisation

Team collaboration

Job summary

Volvo Trucks is seeking a Program Administration Coordinator to support national parts and service market programs, including ECom and Ship Direct, on a 12-month fixed contract. The role involves administration, stakeholder coordination, data analysis and process improvement, working with Product Managers, suppliers, dealers and internal teams to ensure orders are processed efficiently.

You will help deliver on-time commitments, improve systems and automation, and contribute to better outcomes

Qualifications

• Experience in administration, program coordination or similar business support roles.
• Experience supporting national programs (ECom, Ship Direct) or similar discrete initiatives.
• Strong data reporting skills and comfort with business systems.
• Qualifications in Business Administration, Finance, Project Management or related discipline advantageous.

Responsibilities

• Coordinate the administration of ECom, Ship Direct and related programs.
• Process orders, invoicing and data management through SAP and Volvo Group systems.
• Build and maintain strong relationships with suppliers, dealers and internal stakeholders.
• Maintain accurate supplier and dealer databases.
• Monitor outstanding orders and proactively manage supplier delivery timeframes.
• Investigate and resolve invoicing and order discrepancies.
• Analyse program performance and prepare stakeholder reports.
• Collaborate with IT teams to improve automation and process efficiency.
• Identify opportunities to streamline workflows and enhance operational performance.
• Support ongoing continuous improvement initiatives across the business.

Skills

Administration or program coordination

Data analysis

SAP

Microsoft Office

Stakeholder management

Continuous improvement

Attention to detail

Time management

Communication

Education in business/finance/PM

Education

Business Administration or Finance degree

Tools

SAP

Job description

Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport and infrastructure solutions for the future. If you seek to make a difference on a global scale, working with next-gen technologies and the sharpest collaborative teams, then we could be a perfect match.

What You Will Do

As our Program Administration Coordinator, you'll play a key role in supporting and continuously improving a range of national parts and service market programs, including ECom and Ship Direct. This is a dynamic role that combines administration, stakeholder coordination, data analysis and process improvement on a 12 month fixed contract.

Working closely with Product Managers, suppliers, dealers and internal stakeholders, you'll help ensure orders are processed efficiently, customer commitments are met and programs operate smoothly. You'll also have the opportunity to contribute ideas that improve systems, automate processes and deliver better outcomes for our dealer network and customers.

Key Responsibilities Will Include

• Coordinating the administration of ECom, Ship Direct and related programs
• Processing orders, invoicing and data management through SAP and Volvo Group systems
• Building and maintaining strong relationships with suppliers, dealers and internal stakeholders
• Maintaining accurate supplier and dealer databases
• Monitoring outstanding orders and proactively managing supplier delivery timeframes
• Investigating and resolving invoicing and order discrepancies
• Analysing program performance and preparing stakeholder reports
• Collaborating with IT teams to improve automation and process efficiency
• Identifying opportunities to streamline workflows and enhance operational performance
• Supporting ongoing continuous improvement initiatives across the business

Who are you?

Do you dream big? We do too, and we are excited to grow together. In this role, you will bring:

• Experience in administration, program coordination, customer service, supply chain, parts operations or a similar business support role
• Strong organisational skills with exceptional attention to detail
• Ability to manage competing priorities and meet deadlines in a fast-paced environment
• Confidence working with data, reporting and business systems
• Strong communication and stakeholder management skills
• A proactive mindset with a focus on continuous improvement
• Sound numeracy skills and an understanding of invoicing or business processes
• Intermediate to advanced Microsoft Office skills
• SAP experience will be highly regarded
• Qualifications in Business Administration, Finance, Project Management or a related discipline are advantageous

What’s in it for you?

We offer a solid package of compensation and benefits, plus you will enjoy:

• Career development and global opportunities
• Employee Assistance Program
• Modern Wacol office with café and on-site parking
• Work for a global organisation committed to innovation, sustainability and people development
• Be part of a collaborative team supporting one of Australia's leading commercial vehicle businesses

Who We Are And What We Believe In

We are committed to shaping the future landscape of efficient, safe, and sustainable transport solutions. Fulfilling our mission creates countless career opportunities for talents across the group’s leading brands and entities.

Applying to this job offers you the opportunity to join Volvo Group. Every day, you will be working with some of the sharpest and most creative brains in our field to be able to leave our society in better shape for the next generation. We are passionate about what we do, and we thrive on teamwork. We are almost 100,000 people united around the world by a culture of care, inclusiveness, and empowerment.

At Volvo Trucks you will be part of leading the way towards a sustainable transport industry. For nearly a century we have been innovating for people – to make life easier, better and safer. Driving progress is our promise to customers, to the industry and to society. At Volvo Trucks we share a curiosity to learn, we work with passion and we embrace change to stay ahead. Join us, together we move the world we want to live in.