Service Administration Supervisor

Bucher Municipal; City of Melbourne; On-site; AUD 90,000 - 110,000; Full time

Job summary

Bucher Municipal is seeking a Service Administration Supervisor to join the VIC/TAS Aftersales operation in Campbellfield. You will lead a team of Service Advisors and Scheduler, ensuring accurate entry and progression of service work from job creation through invoicing.

Reporting to the Regional Manager VIC/TAS, you will drive system discipline, coordinate bottlenecks and maintain WIP control while delivering timely invoicing and accurate documentation.

Qualifications

• Experience leading an administration or service coordination team in aftersales or heavy equipment.
• Strong organisational and communication skills.
• Familiarity with work orders, WIP, invoicing, POs and ERP systems.

Responsibilities

• Lead, coach and develop the Service Administration team.
• Oversee technician scheduling and ensure accurate system entries.
• Maintain visibility of outstanding, completed and invoice-ready work.
• Coordinate workflow from job creation to final invoicing.
• Ensure required approvals are completed before invoicing.
• Drive timely and accurate invoicing while minimising WIP.
• Ensure service reports and customer documentation are issued promptly.
• Maintain accurate work orders, purchase orders, approvals and records.
• Manage PO receipting and controls across the team.
• Collaborate with Operations, Parts and Finance to resolve bottlenecks.
• Monitor WIP, unbilled jobs and invoice accuracy.
• Drive continuous improvement of systems, processes and reporting.

Skills

People leadership

Service administration

Scheduling

ERP systems

Tools

Dynamics 365

Job description

Bucher Municipal is a global leader in municipal vehicles and equipment, delivering innovative solutions that help councils, cities and communities operate cleaner, safer and more efficiently. Our product range includes refuse collection vehicles, sweepers, vacuum and sewer cleaning equipment, and static compaction systems.

About the Role

We are seeking an experienced Service Administration Supervisor to join our VIC/TAS Aftersales operation in Campbellfield.

Reporting to the Regional Manager VIC/TAS, this key leadership role is responsible for the Service Administration function and maintaining accurate, efficient administrative processes across Aftersales.

You will lead a team of Service Advisors and Scheduler, ensuring information provided by operational teams is accurately entered, maintained and progressed through our systems.

This is more than an invoicing role. You will have visibility across the service lifecycle, from job creation and scheduling through to documentation and final invoicing. Your focus will be on maintaining strong system discipline, identifying administrative bottlenecks and keeping work progressing.

What You'll Be Responsible For

• Leading, coaching and developing the Service Administration team.
• Leading the administration of technician scheduling, ensuring allocations and changes directed by operational teams are accurately maintained in the system.
• Maintaining visibility of outstanding, completed and invoice-ready work.
• Coordinating administrative workflow from job creation through to final invoicing.
• Ensuring required operational and commercial approvals are completed before invoicing.
• Driving timely and accurate invoicing while minimising WIP and unbilled work.
• Ensuring completed service reports and customer documentation are issued promptly and accurately.
• Maintaining accurate work orders, purchase orders, approvals and supporting records.
• Managing PO receipting and maintaining strong administrative controls.
• Working across operational teams, Parts and Finance to resolve missing information and administrative bottlenecks.
• Monitoring WIP, unbilled jobs, invoice accuracy and administrative performance.
• Driving continuous improvement across systems, processes and reporting.

About You

You understand that strong service administration is more than processing paperwork, it is about controlling administrative workflow, maintaining discipline and making sure things get finished.

You will ideally have experience leading an administration, service coordination or customer support team within aftersales, heavy equipment, workshop, field service or a similar operational environment.

You will be organised, confident working in a busy environment and comfortable following up outstanding actions and challenging incomplete information when required.

Experience with work orders, WIP, invoicing, purchase orders, scheduling and ERP/service management systems will be highly regarded. Exposure to Dynamics 365 would be advantageous.

Most importantly, you will be a strong people leader and problem solver who can build relationships across the business and bring structure, accountability and visibility to a fast-moving service environment.

Why Join Bucher Municipal?

This is an opportunity to take ownership of an important function within our VIC/TAS Aftersales operation, develop your team and improve the processes that support our service business.

If you enjoy bringing structure to a busy operation, developing people and driving work through to completion, we would like to hear from you.