Spare Parts Administrator — Mining Equipment Support

Cougar Group; Newcastle-Maitland; On-site; AUD 65,000 - 85,000; Full time

Job summary

The Cougar Group in NSW and QLD is seeking a highly organised Spare Parts Administrator to support parts enquiries, purchase orders, quotations, and urgent breakdowns across our ERP systems.

You will act as a key contact for customers and internal stakeholders, managing order processing, parts interpretation, inventory replenishment, service exchange programs, and invoicing documentation to ensure prompt delivery and accuracy.

Qualifications

• Certificate or Diploma in Business Administration, Sales or related field.
• 2 years' experience in sales administration or customer service, preferably within mining or heavy industry.
• Proficiency in Microsoft Suite and experience with CRM or ERP systems.
• Experience processing customer orders, quotations and purchase orders within an ERP or inventory management system.
• Ability to manage competing priorities in a fast-paced environment.
• Familiarity with parts or technical product interpretation.
• Exposure to inventory or logistics coordination.
• Ensure accuracy in data, documentation and communication.

Responsibilities

• Manage the customer orders inbox, handling purchase orders, quotes, expediting requests and urgent breakdowns.
• Process customer orders in ERP, verify pricing, availability and delivery.
• Interpret customer requirements to identify suitable parts and source stock from alternate locations.
• Prepare and issue quotations with lead times, pricing validation, and compliance.
• Investigate expediting requests and provide accurate ETA updates.
• Support procurement platforms, administer invoices and delivery docs (ARIBA).
• Assist Key Account Managers with enquiries, invoicing issues and product questions.
• Coordinate urgent spare parts for breakdowns, including freight and logistics liaison.
• Assist in tender submissions and spare part quotations as directed.
• Liaise with internal departments to meet customer requirements efficiently.

Skills

Customer service experience

Attention to detail

Organisational skills

Time management

Education

Certificate or Diploma in Business Administration, Sales or related field

Tools

Microsoft Office

CRM/ERP systems

Job description

The Cougar Group in NSW and QLD is seeking a highly organised Spare Parts Administrator to support parts enquiries, purchase orders, quotations, and urgent breakdowns across our ERP systems.

You will act as a key contact for customers and internal stakeholders, managing order processing, parts interpretation, inventory replenishment, service exchange programs, and invoicing documentation to ensure prompt delivery and accuracy.