Service Administrator

Hastings Deering (Australia) Ltd; Mackay Regional; On-site; AUD 50,000 - 65,000; Full time

Job summary

Hastings Deering (Australia) Ltd is seeking a motivated Service Administrator to support our Mackay operations and deliver exceptional customer service. In this permanent full-time role, you will coordinate day-to-day administrative activities, manage service workflows, and assist internal and external stakeholders.

You'll join a collaborative team, enjoy a Monday to Friday roster, and have the opportunity to grow your career with a leading Caterpillar dealer across Queensland and beyond.

Qualifications

• Administration experience in a service, workshop, or trade‑based environment.
• Excellent organisational skills with attention to detail.
• Demonstrated ability to communicate effectively and provide high-quality customer service.
• Able to manage competing priorities and work efficiently in a fast-paced environment.
• Proficient using computer systems, including the Microsoft Office Suite.
• A proactive, positive attitude and strong commitment to teamwork.

Responsibilities

• Deliver day-to-day administrative support to keep service operations running smoothly.
• Create, track, and finalise work orders, job cards, and related invoicing.
• Organise scheduling, process timesheets, and support accurate job costing.
• Communicate with customers regarding bookings, progress updates, and general enquiries.
• Maintain accurate service information and ensure systems are updated consistently.
• Contribute to meeting safety, quality, and compliance standards across the service function.
• Assist with reporting tasks and provide broader administrative support as needed.
• Reception duties – assist customers, vendors and Hastings Deering employees when visiting our facility.

Skills

Administration experience

Organisational strength

Communication & service

Time & priority management

Systems & software capability

Team-focused approach

Tools

Microsoft Office Suite

Job description

Company : Hastings Deering (Australia) Ltd Kickstart your career or take the next step with Hastings Deering – where our people build something BIGGER. We are seeking a motivated and customer-focused Service Administrator to join our Mackay team. In this role, you will be responsible for supporting service operations, coordinating day-to-day administrative activities, and delivering exceptional customer service to both internal and external stakeholders. Offering a permanent full-time position on a Monday to Friday roster, this is a fantastic opportunity to join a supportive team and grow your career with a leading organisation.

Who are we and why work with us?

Hastings Deering is proud to be one of the top 5 Caterpillar dealerships globally. We sell, rent, and offer support and parts distribution services for Cat products across a range of industries, including resources, general construction, civil transport and commercial construction, power systems, government, primary industries and marine. We have more than 3,500 employees across 23 business service centres throughout Queensland, Northern Territory, Papua New Guinea, the Solomon Islands and New Caledonia, with our headquarters based in Brisbane, Australia.

When you join our team at Hastings Deering, you’ll benefit from:

• Competitive Salary & Security - A rewarding salary package with yearly reviews, along with a range of benefits designed to support your health, well-being, and financial security.
• Flexibility & Work-Life Balance - We prioritize your well-being with flexible working hours, ensuring you can maintain a healthy balance between your personal and professional life.
• Stable & Long-Term Career - Benefit from the security of a stable, long-term position at Hastings Deering, offering you peace of mind and the opportunity to build a rewarding career.
• Innovation & Improvement - We drive continuous improvement through dedicated initiatives, foster inclusivity with gender/culture work groups and embrace technological advancements to stay at the forefront of our industry.
• Health & Wellbeing Support - Dedicated programs and utilities to support your physical, mental, and financial health, such as our Employee Assistance Program, free health checks, and discounted private health insurance.
• Insurance Benefits - Salary continuance insurance.

What you’ll be doing:

As a Service Administrator at Hastings Deering, you will:

• Service Support - Deliver day-to-day administrative assistance to keep service operations running smoothly.
• Work Order Management - Create, track, and finalise work orders, job cards, and related invoicing.
• Operational Coordination - Organise scheduling, process timesheets, and support accurate job costing.
• Customer Engagement - Communicate with customers regarding bookings, progress updates, and general enquiries.
• Data & Records Management - Maintain accurate service information and ensure systems are updated consistently.
• Safety & Quality Assurance - Contribute to meeting safety, quality, and compliance standards across the service function.
• Reporting & Office Support - Assist with reporting tasks and provide broader administrative support as needed.
• Reception duties - Assist customers, vendors and Hastings Deering employee when visiting our facility.

What you’ll need:

• Administration Experience - Previous experience in an administration role, ideally within a service, workshop, or trade‑based environment.
• Organisational Strength - Strong organisational skills with excellent attention to detail.
• Communication & Service - Demonstrated ability to communicate effectively and provide high-quality customer service.
• Time & Priority Management - Able to manage competing priorities and work efficiently in a fast‑paced environment.
• Systems & Software Capability - Confident using computer systems, including the Microsoft Office Suite.
• Team‑Focused Approach - A proactive, positive attitude and strong commitment to teamwork.