Service Administrator

Swanson Industries; Newcastle City Council; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Employee benefits program

Supportive work environment

8 weeks paid parental leave

Work health and safety focus

Job summary

Swanson Industries is seeking a Service Administrator to join the Lambton team in a role that anchors our workshop operations with precise administration. You will coordinate jobs, track parts, and ensure data accuracy throughout the ERP and related records.

In this position you’ll collaborate with Production, Sales, and Workshop teams, handling timesheets, invoices and QA documentation. A proactive, detail-oriented approach is essential to keep processes running smoothly.

Qualifications

• Experience in a busy workshop or field-service environment is preferred.
• Proficient in Excel and ERP systems with strong data accuracy.
• Clear, professional communication with internal and external stakeholders.

Responsibilities

• Raise jobs, purchase orders, invoices and job data in the ERP.
• Monitor and follow up parts ordering, keeping the team informed.
• Maintain service job records, timesheets and QA documentation.
• Prepare customer WIP sheets and liaise with the Sales Manager.
• Work closely with Account Managers, Production and Workshop teams.
• Support payroll queries related to service team timesheets.

Skills

Administration

Data entry

Excel

ERP

Stakeholder communication

Attention to detail

Tools

ERP systems

Job description

About the Opportunity

Due to growth, Swanson Industries is looking for an additional Service Administrator to join our Lambton team. If you thrive on structure, love clear processes, and take pride in keeping things organised and running smoothly, this role is for you.

You’ll be a key part of a busy workshop environment, working alongside the Production Team and workshop personnel to keep jobs moving and administration accurate from start to finish.

Why Swanson Industries?

• Access to our employee benefits program
• Supportive and professional work environment
• Work for an industry leader
• 8 weeks paid parental leave
• A robust focus on work, health and safety through our "Home Safely Every Day" program
• An inclusive culture and access to our Women's Lead Network

Your Tasks

• Raise jobs, purchase orders, invoices and job data in the ERP
• Monitor and follow up parts ordering, keeping the team informed throughout
• Maintain service job records, timesheets and quality assurance documentation
• Prepare customer WIP sheets and liaise with the Sales Manager
• Work closely with Account Managers, Production and Workshop teams
• Support payroll queries related to service team timesheets

About You

You are someone who genuinely enjoys bringing order to a busy environment. You follow processes, spot discrepancies before they become issues, and take pride in consistent, accurate work.

You will also bring:

• Strong administration and data entry skills
• Excel capability and ideally ERP system experience
• Clear and confident communication with internal and external stakeholders
• A proactive, detail-oriented approach to everything you do

About Us

Swanson Industries stands as an eminent leader, driving innovation in hydraulic cylinder manufacturing, hydraulic repair, and surface technologies. Our commitment to excellence has earned us a reputation for delivering top-tier services across production facilities in the Hunter Valley and Mackay regions.

Swanson is part of Questas Group and is committed to fostering a diverse, inclusive workplace and ensuring everyone goes Home Safely Every day.