Mechanical Workshop Administrative Assistant | Permanent Remote Work

Diamond Administration Pty Ltd; Manila; Remote; PHP 2,644,000 - 3,305,000; Full time

Job summary

Diamond Tax in Melbourne is seeking a proactive, highly organized Mechanical Workshop Administrative Assistant to support workshop operations. The role blends workshop administration, customer service, coordination, bookkeeping, and payroll to ensure smooth daily activities.

The successful candidate will manage communications with customers, mechanics, suppliers, and management, and will handle invoicing and payroll tasks with accuracy and attention to detail.

Qualifications

• Minimum of 2 years' administration experience, preferably within an automotive workshop, dealership, service centre, or related industry.
• Knowledge and understanding of vehicle parts and mechanical workshop operations is essential.
• Experience using WorkshopMate, job management software, CRM systems, or similar workshop management platforms.
• Experience with bookkeeping, payroll processing, and superannuation administration.
• Strong customer service and relationship management skills.
• Excellent written and verbal communication skills.

Responsibilities

• Answer incoming calls, text messages, and emails professionally and promptly.
• Book vehicles into the workshop and manage the daily workshop calendar.
• Create and maintain jobs/work orders using WorkshopMate or similar CRM systems.
• Accurately record customer concerns, repair requests, and vehicle details.
• Coordinate and monitor workshop jobs to ensure timely progress and completion.
• Communicate quotations to customers and obtain approval before additional work is undertaken.
• Provide customers with regular updates regarding repair progress and expected completion times.
• Prepare invoices, process payments, and assist with accounts receivable follow-up.
• Perform bookkeeping duties, including invoice processing, reconciliations, payroll, and superannuation administration.
• Order vehicle parts and liaise with suppliers regarding pricing, availability, and delivery timeframes.

Tools

WorkshopMate

CRM systems

Payroll software

Job description

About the role

We are seeking a proactive and highly organized Mechanical Workshop Administrative Assistant with experience supporting an automotive workshop, dealership, mechanical business, or similar service-based environment. This role combines workshop administration, customer service, coordination, bookkeeping, and payroll responsibilities to ensure the smooth day-to-day operation of our business. The successful candidate will be detail-oriented, dependable, and capable of managing multiple priorities in a fast-paced environment. A sound understanding of vehicle parts, workshop processes, and strong communication skills are essential, as this role requires regular interaction with customers, mechanics, suppliers, and management.

Key responsibilities

• Answer incoming calls, text messages, and emails professionally and promptly
• Book vehicles into the workshop and manage the daily workshop calendar
• Create and maintain jobs/work orders using WorkshopMate or similar CRM systems
• Accurately record customer concerns, repair requests, and vehicle details
• Coordinate and monitor workshop jobs to ensure timely progress and completion
• Communicate quotations to customers and obtain approval before additional work is undertaken
• Provide customers with regular updates regarding repair progress and expected completion times
• Prepare invoices, process payments, and assist with accounts receivable follow-up
• Perform bookkeeping duties, including invoice processing, reconciliations, payroll, and superannuation administration
• Order vehicle parts and liaise with suppliers regarding pricing, availability, and delivery timeframes

About you

• Minimum of 2 years' administration experience, preferably within an automotive workshop, dealership, service centre, or related industry
• Knowledge and understanding of vehicle parts and mechanical workshop operations is essential
• Experience using WorkshopMate, job management software, CRM systems, or similar workshop management platforms
• Experience with bookkeeping, payroll processing, and superannuation administration
• Strong customer service and relationship management skills
• Excellent written and verbal communication skills
• High level of accuracy and attention to detail
• Strong organizational, time management, and multitasking abilities
• Ability to prioritize workloads and manage multiple jobs simultaneously
• Proactive problem-solving skills and ability to work independently

About us

Diamond Tax is a progressive accounting practice located in Melbourne. We provide the full range of bookkeeping, accounting, payroll, and taxation services, as well as related business advisory services.