Service administrator

Work Initiatives; Cairns Regional; On-site; AUD 55,000 - 75,000; Full time

Job summary

HMS Equip in Cairns seeks an organised workshop administrator to keep the workshop running smoothly. You will manage bookings, calendars, and communications with mechanics and clients, ensuring accurate job records and timely parts delivery.

The role requires attention to detail, the ability to multitask during peak hours, and a valid driver’s licence for local field work in the Cairns region.

Qualifications

• Background in mechanical workshop, transport, trade, or heavy equipment admin is highly regarded.
• Proficiency with modern office software and job-tracking platforms (e.g., Xero, workshop management apps).
• Based in the Cairns region with a valid, reliable driver’s licence.

Responsibilities

• Handle incoming phone and email queries and schedule service bookings.
• Manage workshop calendar, track active job cards, and dispatch fitters to local or field assignments.
• Process timesheets, audit job details, and verify labour hours and parts against final files.
• Generate client invoices, raise purchase orders, and liaise with suppliers for parts delivery.
• Keep job management software updated and maintain organized digital filing.

Skills

Office software

Job-tracking platforms

Communication

Tools

Xero

Workshop management applications

Job description

Serving as the vital link between valued clients, skilled diesel fitters, and dedicated parts team, you will ensure the workshop runs like clockwork. Your primary focus will be keeping the workshop organised, paperwork immaculate, and mechanics' schedules optimised.

Key responsibilities

• Manage incoming phone and email enquiries, greet workshop visitors, and coordinate initial service bookings with a professional, helpful approach
• Oversee the workshop calendar, track active job cards, and efficiently dispatch fitters to local or field service assignments
• Process technician timesheets, audit job details, and verify that parts used and labor hours align accurately with final job files
• Generate client invoices, raise purchase orders, and liaise with suppliers to ensure timely partdelivery
• Keep job management software updated and maintain organised digital filing systems

About you

• A background in a mechanical workshop, transport, trade, or heavy equipment administration is highly regarded
• Proficiency with modern office software and job-tracking platforms (e.g., Xero, workshop management applications)
• A natural relationship-builder who can seamlessly communicate with mechanics, corporate heavy-machinery clients, and parts suppliers
• Impeccable attention to detail with the ability to maintain composure and multitask during peak workshop hours
• Based in the Cairns region with a valid, reliable driver's licence

About us

Based in Cairns, HMS Equip is a proud, family-owned and operated leader in heavy equipment service, parts, and sales. We specialise in keeping heavy machinery, commercial transport fleets, and earthmoving equipment moving. We work hard, treat our customers like family, and pride ourselves on a genuine, down-to-earth workshop culture where every single contribution matters.