Service administrator

HMS Equip; Cairns Regional; On-site; AUD 55,000 - 72,000; Full time

Job summary

HMS Equip, based in Cairns, seeks a capable workshop administrator to keep the workshop running smoothly. You will manage bookings, calendars, invoicing, and supplier liaison while supporting busy mechanics and field staff.

The role requires attention to detail, excellent communication, and the ability to multitask during peak hours. Knowledge of Xero and workshop-management tools is highly valued. Cairns region location with a valid driver’s licence is essential.

Qualifications

• 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 communicate with mechanics, corporate heavy-machinery clients, and parts suppliers.
• Impeccable attention to detail with the ability to multitask during peak workshop hours.

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 with final job files.
• Generate client invoices, raise purchase orders, and liaise with suppliers to ensure timely parts delivery.
• Keep job management software updated and maintain organised digital filing systems.

Skills

Office software

Communication

Attention to detail

Multitasking

Tools

Xero

Workshop management software

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 parts delivery

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.