Service Administration Supervisor

About the role

A global industrial equipment business with an aftersales and service operation is looking for a Service Administration Supervisor in Melbourne. You will report to the Regional Manager and lead a team of four: three Service Advisors and a Scheduler. You will own the office side of the operation, from customer contact and job bookings through to invoicing, purchasing and finance liaison, working alongside the Service Supervisor who leads the technicians.

Key responsibilities

• Lead, coach and develop the Service Advisors and Scheduler with clear expectations and consistent processes.
• Run end-to-end job processing so completed workshop and field jobs are invoiced promptly and accurately, reducing WIP and unbilled work.
• Ensure the right technical and commercial approvals are in place before a job is invoiced.
• Manage purchase order receipting, pricing discrepancies and outstanding invoices to support regional cash flow.
• Oversee technician scheduling, job allocation and capacity across workshop and field operations.
• Report on WIP turnaround, invoice accuracy, unbilled jobs and scheduling efficiency, and use the ERP to improve how the team works.
• Support the team on the phone during peak volumes.

Required profile

• At least three to four years leading an administration team in aftersales, a service centre, a heavy industrial or plant and equipment workshop, or an automotive dealership.
• Certificate IV or Diploma in Business Administration, Management or a related field, or equivalent industry experience.
• Track record of clearing administrative backlogs and resolving invoicing and purchase order issues.
• Calm, collaborative leadership style.

Required skills

• Thorough understanding of the service job lifecycle, from work order creation and technician time review to final invoicing.
• Strong financial and systems skills; Microsoft Dynamics 365 experience is a strong advantage.

What we offer

• A newly created role where you set the structure and standards for the team from day one.
• The backing of a global business with a long-term commitment to its aftersales network.
• Direct reporting to the Regional Manager, who sees the role as central to the site's success.