Workshop Office All Rounder

Deutz Australia; Toowoomba Regional; On-site; AUD 50,000 - 66,000; Full time

Job summary

Queensland Fuel Injection Service, backed by DEUTZ, seeks a friendly, organised Workshop Office All Rounder for our Toowoomba branch. This 9-month fixed-term leave cover combines customer service, workshop administration, purchasing, inventory and accounts support in a varied role.

Reporting to the Branch Manager, you will keep bookings on track, maintain records, raise purchase orders and assist with payroll and month-end processes, with potential to turn full-time.

Qualifications

• Experience with MechanicDesk preferred.
• Background in administration, customer service, invoicing or accounts support.
• Strong organisational skills and attention to detail.
• Good communication with customers and suppliers.

Responsibilities

• Welcome customers and manage phone and email enquiries, bookings and job-progress updates.
• Maintain the MechanicDesk diary, job cards, customer records and service histories.
• Coordinate with the service team to follow up quotes and approvals.
• Prepare and check customer invoices and process payments.
• Raise purchase orders and manage parts, stock orders and storage.
• Process supplier invoices and reconcile statements.
• Assist with month-end processes and reconciliations.
• Support payroll timesheets and daily/weekly timesheet prep.
• Provide general office support including marketing activities.

Skills

MechanicDesk experience

Administration

Customer service

Invoicing

Accounts support

Purchasing

Stock coordination

Communication

Tools

Xero

Microsoft Office

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, the service team, technicians and head-office accounts. 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 elevate 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 backed by DEUTZ

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