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Maintenance Administration Officer

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Summary

Administrative officer for a transport company’s vehicle maintenance team, handling records, work orders, and supplier coordination using maintenance systems like UNIBIS.

Full-Time | Monday – Friday | 8:00 AM – 4:00 PM

About the Role
Reporting to the Planning & Administration Manager, you'll play a key role in ensuring the smooth day-to-day administration of our vehicle maintenance administration. You'll work closely with Maintenance Planners, Workshop Supervisors, Mechanics, Equipment Operators and external suppliers to maintain accurate maintenance records, process work orders and support the efficient operation of the 3rd Party Maintenance requirements.
This role is ideal for someone who enjoys variety, has excellent organisational skills and takes pride in delivering accurate administrative support.

Key Responsibilities
  • Provide administrative support to the vehicle maintenance planners.
  • Answer incoming calls, respond to enquiries and direct calls appropriately.
  • Process workshop labour and allocate hours against maintenance work orders.
  • Maintain accurate maintenance records, documentation and filing systems.
  • Process service tasks and receipt purchase orders using UNIBIS or similar maintenance management systems.
  • Process third-party maintenance invoices and associated administrative tasks.
  • Receipt, maintenance and workshop-related orders.
  • Perform data entry, reporting and general administrative duties with a high level of accuracy.
  • Support daily, weekly and monthly reporting deadlines.
  • Assist with purchasing administration and ensure expenditure receives the appropriate approvals.
  • Liaise with workshop staff, suppliers and internal stakeholders to support maintenance operations.
  • Maintain confidentiality and ensure compliance with company procedures.

What You'll Bring
We're looking for someone who enjoys supporting operational teams and thrives in a busy workshop environment.
You'll ideally have:
  • Previous experience in an administrative role within transport, fleet, maintenance, automotive or heavy vehicle industries.
  • Strong Microsoft Office skills, particularly Excel and Outlook.
  • Excellent data entry accuracy and attention to detail.
  • Strong organisational and time management skills.
  • Ability to prioritise competing deadlines.
  • Excellent communication and interpersonal skills.
  • A proactive, positive and customer-focused approach.
  • Ability to work both independently and collaboratively within a team.
  • A current Australian Driver Licence.
Experience using UNIBIS, MEX, SAP or similar maintenance management systems will be highly regarded but is not essential.

About Team Global Express

Team Global Express (TGE) is an Australian-owned transport and logistics business delivering to Australia and New Zealand. We’re not only transforming our operations but striving towards changing the logistics industry and becoming an Environmental, Social, and Governance leader by 2030. To learn more about our story, visit https://teamglobalexp.com/.

Why TGE

We care about our customers, our people, and our planet. We are always innovating and improving our services. We are driven by passion and purpose, and we never stop.

What we offer

  • Competitive salary above industry standards

  • Upskilling, training, mentoring and more to support your career development journey

  • Fun and practical employee perks and discounts

  • Flexible work, including work from home

  • Inclusive parental leave policy that supports all parents & carers

  • Peer recognition awards acknowledge when you go above and beyond.

An inclusive workplace, works for everyone

We celebrate difference. We are committed to a diverse and inclusive workplace that gives everyone the chance to contribute to a bigger and brighter future with us. As an Equal Opportunity Employer, we welcome and invite applicants of all ages, cultural backgrounds, genders, sexual orientations, people living with disabilities, neurodiverse individuals and Aboriginal and Torres Strait Islander Peoples to apply. Team Global Express acknowledges the Aboriginal and Torres Strait Islander peoples as First Peoples of Australia and the Māori, as tangata whenua and Treaty of Waitangi partners in Aotearoa New Zealand.

Our recruitment process

Applying for a job starts with an online application form, from there you may be invited to complete an online assessment followed by a virtual or in person interview. The last step is undergoing pre-employment checks, which includes a criminal history check and a medical assessment including fitness to work and drug & alcohol screening.

Other things to note

  • When you apply, please tell us the pronouns you use and any reasonable adjustments you may need during the recruitment process.

  • During the recruitment process, please keep an eye on your junk emails and spam folders for updates.

  • TGE is listed as one of LinkedIn’s Top Companies of 2023 and 2024 in Australia.

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