Workshop Administration

Deutz Australia; Toowoomba Regional; On-site; AUD 52,000 - 70,000; Full time

Job summary

Queensland Fuel Injection Service in Toowoomba seeks a friendly, organised Workshop Office All Rounder to handle customer service, workshop administration and basic accounting support. This 9‑month fixed-term leave cover has potential to become full‑time, reporting to the Branch Manager and working with customers, suppliers and technicians.

You will manage bookings, invoicing, stock, and coordination with service teams, while assisting with month-end processes and payroll timesheets.

Qualifications

• Experience in administration, customer service, invoicing or accounts support in a workshop or automotive setting.
• Experience with maintaining records, invoicing and basic bookkeeping.
• Strong organisational and communication skills.

Responsibilities

• Welcome customers and manage phone and email enquiries, bookings and job-progress updates
• Maintain the MechanicDesk workshop diary, job cards, customer records and service histories
• Coordinate with the service team and technicians to follow up quotes, record customer approvals and keep customers informed about approved work and completion times
• Prepare and check customer invoices, ensuring labour, parts, outsourced work and other billable items are captured; process payments and maintain cash and petty cash records
• Raise purchase orders, coordinate parts and stock orders, receipt goods and organise stock storage, dispatch, collections and freight
• Process supplier invoices, obtain approvals and support payment processing; reconcile customer and supplier statements and follow up discrepancies and overdue accounts
• Assist with month-end processes, bank and corporate-card reconciliations, management reporting and accurate information between MechanicDesk and Xero
• Assist with daily technician timesheets and fortnightly payroll timesheet preparation
• Provide general office support, including basic assistance with business systems, social media and marketing activities

Skills

Customer service

Administration

Invoicing

Accounts support

Microsoft Office

MechanicDesk

Xero

Tools

MechanicDesk

Xero

Job description

We are looking for a friendly, organised and proactive Workshop Office All Rounder to help keep our busy branch running smoothly. Combining customer service, workshop administration, purchasing, inventory and accounts support, this is a varied role for someone who enjoys being involved, taking ownership and following tasks through. Reporting to the Branch Manager, you will work closely with customers, suppliers and technicians. You will help keep bookings on track, job information accurate, stock moving and accounts up to date, this is a 9 Month fixed term leave cover, with the potential to turn full time.

Key responsibilities

Welcome customers and manage phone and email enquiries, bookings and job-progress updates

Maintain the MechanicDesk workshop diary, job cards, customer records and service histories

Coordinate with the service team and technicians to follow up quotes, record customer approvals and keep customers informed about approved work and completion times

Prepare and check customer invoices, ensuring labour, parts, outsourced work and other billable items are captured; process payments and maintain cash and petty cash records

Raise purchase orders, coordinate parts and stock orders, receipt goods and organise stock storage, dispatch, collections and freight

Process supplier invoices, obtain approvals and support payment processing; reconcile customer and supplier statements and follow up discrepancies and overdue accounts

Assist with month-end processes, bank and corporate-card reconciliations, management reporting and accurate information between MechanicDesk and Xero

Assist with daily technician timesheets and fortnightly payroll timesheet preparation

Provide general office support, including basic assistance with business systems, social media and marketing activities

About you

Experience with MechanicDesk will be highly regarded

Experience in administration, customer service, invoicing or accounts support, ideally in a workshop, automotive, parts or similar operational environment

A practical understanding of purchasing, stock coordination or inventory administration

Strong organisation and attention to detail, with the ability to manage competing priorities and meet deadlines

Clear, professional communication and confidence dealing with customers, suppliers and tradespeople

Confident computer skills, including Microsoft Word, Excel and Outlook. Experience with Xero will be highly regarded

A positive, adaptable approach, willingness to learn and initiative to resolve issues or escape them when needed

About us

Queensland Fuel Injection Service has supported diesel Vehicle and equipment operators for more than 40 years. From our Toowoomba branch, we provide specialist fuel-injection, engine, workshop and field-service support across light vehicles, transport, agriculture and construction. Backed by DEUTZ, our local team has the support of an established global engine business.

A full-time Fixed Term role with an established Toowoomba business of over 40 years

A varied working day across customer service, workshop coordination, accounts and inventory

The opportunity to work closely with a practical, experienced team and make a direct contribution to branch operations