Workshop Scheduler & Administrator

Patten Pavement Services; Melton; On-site; AUD 60,000 - 80,000; Full time

Job summary

Patten Pavement Services in Victoria is seeking a highly organized Workshop Scheduler & Administrator to coordinate our workshop operations, ensuring servicing, repairs and maintenance are planned and tracked effectively. Working with the Workshop Foreman, mechanics and managers, you will manage daily schedules, enter information into systems, handle purchase orders and keep records up to date.

This role suits someone who is proactive, detail‑oriented and able to juggle multiple priorities in a

Qualifications

• Excellent organisational and time management skills.
• Attention to detail and the ability to manage multiple priorities.
• Confidence dealing with tradespeople, managers and suppliers.
• Strong administrative and computer skills.

Responsibilities

• Coordinate the daily and weekly workshop schedule.
• Schedule servicing and repairs and track progress.
• Maintain accurate workshop records and admin data.
• Assist with purchase orders, invoices and supplier documentation.
• Act as the link between workshop staff and the rest of the business.

Job description

Keep the Workshop Moving, Keep the Fleet Working.

Patten Pavement Services (PPS) is a leading civil construction company specialising in road profiling, haulage, civil, quarrying and recycling.

We operate a large and diverse fleet of heavy plant, equipment and vehicles, and we're looking for a highly organised Workshop Scheduler & Administrator to join our team and become the key coordination point for our workshop.

This is a new opportunity for someone who enjoys planning, organising, coordinating and making sure things happen.

About the Role

Working closely with the Workshop Foreman, Operations Managers, mechanics and the wider business, you'll take responsibility for the day-to-day administration, scheduling and coordination of the workshop.

Your role will be to make sure servicing, repairs, breakdowns and maintenance are properly planned, scheduled and followed through.

Key Responsibilities

Workshop Scheduling & Coordination

• Coordinate the daily and weekly workshop schedule.
• Schedule servicing and repairs.
• Coordinate the movement of plant and equipment into and out of the workshop.
• Work with Operations Managers to understand upcoming plant requirements.
• Prioritise workshop jobs based on operational requirements.
• Track equipment currently off the road and ensure repairs are progressing.
• Follow up outstanding jobs and ensure nothing gets forgotten.
• Coordinate equipment availability with project and operational requirements.
• Maintain a clear and accurate workshop schedule.

Workshop Administration

• Manage the day-to-day administration of the workshop.
• Enter and maintain workshop information in company systems.
• Keep servicing and maintenance records up to date.
• Assist with purchase orders, invoices and supplier documentation.
• Track parts and components required for repairs.
• Follow up suppliers regarding parts, repairs and delivery times.
• Maintain accurate records of equipment servicing and repairs.
• Assist with reporting on workshop activity, downtime and maintenance.

Communication & Coordination

• You’ll be the link between the workshop and the rest of the business.
• You’ll regularly communicate with:
• Workshop Foreman and mechanics
• Operations Managers
• Suppliers and contractors

Fleet You’ll Be Working With

• Road Profilers
• Excavators
• Wheel Loaders
• Rock Crushers
• Impactors
• Truck & Dog Combinations
• Support Vehicles and Plant

You don't need to be an expert on our plant and equipment. You'll be working alongside experienced mechanics and our Workshop Foreman who will provide the technical knowledge.

Your job is to make sure the planning, scheduling, communication and administration happens.

About You

We're looking for someone who is organised, proactive and enjoys being busy.

You might currently be working as a:

• Workshop Administrator
• Maintenance Coordinator
• Scheduler
• Operations Administrator
• Plant Coordinator

You may also have experience in civil construction, transport, earthmoving, quarrying, mining, heavy equipment or another industry where scheduling and coordination are critical.

Most importantly, you'll have:

• Excellent organisational and time management skills.
• Strong attention to detail.
• The ability to manage multiple priorities.
• Confidence dealing with tradespeople, managers and suppliers.
• The ability to follow up and get things done.
• Good computer and administration skills.
• A practical, common-sense approach.
• The ability to work independently and take ownership.
• A willingness to learn our equipment, systems and processes.

Mechanical / Plant Experience?

Highly regarded - but not essential.

You don't need to be a qualified mechanic to be successful in this position.

If you've previously worked around heavy machinery, workshops, transport, civil construction or fleet operations, you'll have a strong advantage.

We're more interested in finding someone who is organised, reliable, proactive and capable of coordinating people and information.

Why Join PPS?

• Join a successful and growing civil construction company.
• Work with a large and diverse fleet of heavy equipment.
• Play a key role in keeping our operations moving.
• Work closely with an experienced Workshop Foreman and mechanical team.
• Be part of a supportive and practical management team.
• Genuine opportunity to develop and improve workshop systems and processes.
• Competitive remuneration package.
• Opportunity to make the role your own.

Don't Tick Every Box? That's okay.

We're not necessarily looking for someone who has done this exact job before.

If you're an experienced administrator, scheduler, coordinator or service professional who is highly organised, confident dealing with people and wants to step into a role where you can make a real difference, we'd like to hear from you.