Administration Support Coordinator

Peoplewise Consulting Limited – Truganina VIC Are you highly organised, proactive, and confident to coordinate all things administration across operations, procurement, and administration? Do you need flexibility with working hours at approx. 30 hours per week? This is a fantastic opportunity to join a well-established industrial & electrical services organisation that plays a vital role supporting major Australian industries. You’ll step into a fast-paced, hands‑on support role where your attention to detail, communication skills, and ability to keep jobs flowing smoothly will make you indispensable to both workshop and field teams. Why This Role Is Important Working in a small business environment backed by a large National company you will have the benefit of working in a small team of approx. 15 dedicated staff members and being the only go‑to admin person in the business. You will be all things administration with a company that really values its people. You’ll be part of a small and supportive environment where your contribution has real impact. The Position As the Administration Coordinator , you’ll become the central link between procurement, workshop operations, field services and business administration. Your role keeps work moving: sourcing parts, tracking orders, coordinating communication, supporting technicians, and maintaining accurate documentation. If you enjoy variety, problem‑solving, and being the person everyone relies on to keep operations running smoothly — you’ll thrive here. Key Responsibilities Administration & Coordination Daily checks to ensure technician timesheets are completed Maintain training records and coordinate booking requirements Organise and file documents across digital systems (Workguru advantageous) Handle incoming communications — email, phone, visitors and deliveries Assist purchasing and finance with timely processing Provide general admin support across operations and shared services Parts & Procurement Source parts and assist with quotation preparation Obtain pricing and initiate customer quotes Raise purchase orders and ensure proper approvals and documentation Track open orders and follow up to ensure timely delivery Liaise with suppliers regarding availability, lead times and order status Maintain accurate materials and stock records Workshop & Field Service Support Coordinate parts delivery with workshop and field staff Communicate job updates, changes or delays to customers Collect parts from suppliers when needed Book couriers for dispatch and deliveries Keep customers updated on delivery timeframes Complete product nameplates as required Support calibration scheduling and communication Shared Services (Secondary but Important) Assist Accounts Payable with invoice and payment processingStart Contribute to month‑end routines, including reconciliations Maintain accurate customer and vendor records Who we are looking for We are looking for an office all‑rounder who has worked in autonomous roles across a variety of administrative tasks. Essentially this is an office administrator with client and stakeholder coordination that needs someone who takes on multiple tasks where nothing is too hard or outside their job description. Strong all‑round computer literacy skills Some knowledge of invoicing and accounts processing Understanding of purchase orders, inventory or stock ordering Excellent organisational skills and strong attention to detail Confident, clear communication with suppliers, customers, and internal teams Comfort using digital workflow and record‑keeping systems A proactive mindset and strong sense of responsibility What’s in it for You? Attractive salary and flexible hours Supportive, practical and friendly team culture Opportunity to play a central role in a small team Exposure to workshop, field service, procurement and shared‑services operations Career development and skill‑building opportunities PeopleWise partner with organisations that have positive workplaces cultures and companies that have people as a priority. This is one of them. If you believe you are well suited to this position, simply click APPLY and follow the prompts. #J-18808-Ljbffr