Service Administrator

Malcolm Thompson Pumps; Blacktown; On-site; AUD 65,000 - 85,000; Full time

Job summary

Malcolm Thompson Pumps is seeking a proactive Service Administrator to join our Seven Hills team. This role supports day-to-day administration of service operations, acting as the link between customers, technicians, suppliers and the wider team to ensure smooth workflow and accurate records.

You will manage workshop job administration, coordinate purchasing and deliveries, and maintain job costing and timesheets while keeping customers and internal teams informed.

Qualifications

• Strong administration skills with ability to manage multiple priorities.
• Working knowledge of ERP systems and managing job records.
• Proficiency in Microsoft Office (Excel, Outlook, Word).
• Excellent attention to detail and accuracy.
• Strong communication and customer service skills.

Responsibilities

• Coordinate service job administration from creation through invoicing and completion, maintaining records in ERP.
• Prepare and process job cards, purchase orders, invoices and workshop docs.
• Monitor jobs, follow up parts, keep work on schedule.
• Respond to customer and supplier enquiries and provide job updates.
• Assist with purchasing, freight arrangements, deliveries and dispatch docs.
• Maintain job costing information and technician timesheets.
• Provide day-to-day branch administration including WHS documentation.

Skills

Administration

ERP systems

MS Office

Communication

Customer service

Tools

ERP software

Job description

Are you an organised, customer-focused professional who enjoys variety and keeping things running smoothly?

Malcolm Thompson Pumps is looking for a Service Administrator to join our Seven Hills team, supporting the day-to-day administration of our service operations and providing essential support to the branch.

This is a hands-on role where no two days need look quite the same. You'll be the link between customers, technicians, suppliers and the wider team, helping ensure work progresses efficiently, enquiries are managed professionally and the administrative details are taken care of.

About the Role

As our Service Administrator, you'll play an important part in supporting the delivery of our pump servicing, repair and maintenance activities.

You'll manage the administration behind workshop jobs, coordinate purchasing and deliveries, maintain accurate records and help keep customers and internal teams informed.

Your responsibilities will include:

• Coordinate service job administration from initial job creation through to invoicing and completion, maintaining accurate records in our ERP system.
• Prepare and process job cards, purchase orders, invoices and associated workshop documentation.
• Monitor jobs in progress, follow up outstanding parts and materials, and assist with keeping work on schedule.
• Respond to customer and supplier enquiries, provide job updates and coordinate information between the workshop and wider business.
• Assist with purchasing, freight arrangements, deliveries and dispatch documentation.
• Maintain accurate job costing information, process technician timesheets and support general financial administration.
• Provide day-to-day branch administration, including maintaining records and supporting workplace health and safety documentation.

About You

We're looking for someone who enjoys working in a busy operational environment, communicates confidently and takes ownership of their responsibilities, you will bring:

• Strong administration skills, with the ability to manage multiple priorities and deadlines.
• Working knowledge of ERP systems and confidence managing job records, transactions and documentation.
• Proficiency in Microsoft Office, including Excel, Outlook and Word.
• Excellent attention to detail and a commitment to maintaining accurate information.
• Strong communication and customer service skills, with the ability to work effectively with technicians, customers and suppliers.
• Familiarity with job cards, purchasing, invoicing, job costing or work-in-progress tracking.

Why Join Us?

This is an opportunity to take ownership of a varied role where your contribution directly supports the day-to-day performance of our service operations.

You’ll work across different aspects of the business, building relationships with customers, technicians and suppliers while gaining exposure to the operational and commercial processes behind an established industrial service business.

About Malcolm Thompson Pumps

Malcolm Thompson Pumps has supported Australian industry since 1967, providing specialised pumping equipment, engineered solutions and service support.

Our capabilities span pump supply, installation, maintenance, repair and engineered pump packages, supporting customers across mining, manufacturing, agriculture, utilities and other industrial sectors.

We’re part of Questas Group, a national group of specialist industrial businesses providing engineering, equipment and service solutions across Australia.

If you’re an organised, proactive administrator who enjoys working with people and supporting the smooth operation of a busy service business, we’d love to hear from you.

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