Administration Assistant

About the role

We are looking for a proactive Administration Assistant to support the service department of Gordon Brothers Industries in Melbourne. You will work closely with service technicians and engineers, handling a variety of administrative tasks to ensure smooth operations.

Key responsibilities

• Provide administrative support to the service department and technicians.
• Answer incoming phone calls and respond to enquiries.
• Create and raise service job requests.
• Prepare and issue customer invoices regularly.
• Enter accurate time‑card data and reconcile BOC accounts.
• Generate purchase orders for service staff and manage stock movements in Pronto.
• Maintain licence, training records, equipment logs and ARCTICK documentation.
• Collate service reports, maintenance sheets and maintain filing systems.
• Request and process customer purchase orders before invoicing.
• Handle goods returns and supplier credits in Pronto.
• Assist with Work‑in‑Progress reporting and picking slips.
• Provide backup support to reception and other administrators as needed.

Required profile

• Previous administration experience in a similar role.
• Strong customer‑service orientation.
• Collaborative, team‑focused attitude.
• Excellent written and verbal communication skills.
• Professional, proactive and able to manage priorities.
• Ability to build positive relationships with employees and customers.

Required skills

• MS Office
• Pronto (service and inventory management system)