Administrator – Service Operations | WesTrac Mt Thorley

WesTrac is seeking an experienced Administrator to support our Field Service team in Mt Thorley on a Monday to Friday roster. Our Field Service division consists of more than 60 Plant Mechanics and Auto Electricians operating throughout the Hunter Valley, delivering rapid breakdown support and service solutions to major customers across the region.

In this role, you will provide high‑level administrative and operational support to ensure the smooth, compliant, and efficient running of the Field Service team. This includes document and records management, policy and procedure compliance, fleet administration, procurement, invoicing, scheduling tasks, warranty claim processing, and frontline customer service support.

You will also play a key role in ensuring Field Service technicians are fully compliant and job‑ready by coordinating site inductions, medicals, and all required documentation. This is an excellent opportunity to join WesTrac and grow your career, with clear pathways into Project Management, Sales, or Leadership positions.

Key Responsibilities

• Provide comprehensive administrative support including data entry, electronic filing, records management, and general office coordination.
• Oversee work order processes, including raising purchase requisitions, goods receipting, and managing all related documentation.
• Maintain training schedules and accurate competency records for operational staff.
• Coordinate customer and industry inductions, including medical bookings and site access requirements for technicians.
• Manage uniform and PPE distribution and maintain inventory accuracy.
• Support safety administration, including compliance documentation and audits.
• Assist in managing communications with internal and external stakeholders as part of the administration team.
• Identify opportunities for process improvement to enhance operational efficiency and customer experience.
  
  

Skills & Experience

• Demonstrated experience in an administrative role, preferably within a workshop, operational, or service environment.
• Strong customer service skills with the ability to build and maintain positive relationships with customers and internal stakeholders.
• Ability to work under pressure, manage competing priorities, and meet deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office and strong data entry skills.
• A proactive, solutions‑focused mindset with a commitment to continuous improvement.

Why WesTrac?

• Fitness Passport for the whole family
• Annual Remuneration and performance review
• Income protection with 24/7 coverage
• 12 weeks paid parental leave (primary carer)
• Online Learning Library to support your continued development
• Refer a friend program – work alongside your mates and receive up to $3000!
• Purchased Leave program
• Opportunities for growth and development
• Employee Wellness Program
• Discounted private health insurance
• On-boarding and welcome day at our head office in Newcastle

Apply Now

If you believe you have the skills and experience to succeed in this role, please submit your resume for consideration via the link. For further information regarding this role, please contact the Recruitment Team on 1300 797 028 and reference job number 5098.

Successful applicants will be required to complete a satisfactory National Criminal History Check as part of the recruitment process.