Job Description
The Administrative Team Lead plays a key leadership role in the day-to-day administration and business operations of the motor mechanic workshop. This position ensures smooth office functioning, efficient job scheduling, accurate financial administration, compliance with business and safety requirements, and professional customer service.
Key Responsibilities
1. Office and Administration Management:
* Oversee and coordinate daily administrative functions of the mechanical workshop.
* Manage front desk operations including reception, phone, email, and walk-in inquiries.
* Maintain accurate customer and job records using workshop management software (e.g., Xero, Workshop Mate, or equivalent).
* Prepare correspondence, quotes, invoices, purchase orders, and service records.
* Ensure filing systems, registers, and digital records are up to date and compliant with privacy standards.
2. Financial and Business Support:
* Oversee accounts receivable and payable, daily reconciliation, and petty cash.
* Manage payroll and timesheet processing in line with Fair Work and taxation requirements.
* Prepare regular financial and performance reports for management.
* Assist with budget planning, cost tracking, and supplier payment schedules.
3. CUSTOMER SERVICE AND COMMUNICATION:
* Provide professional, friendly, and timely customer support in person and over the phone.
* Schedule repair bookings, issue service reminders, and follow up on outstanding invoices.
* Resolve customer queries and complaints efficiently, ensuring a high standard of service.
* Maintain strong relationships with trade suppliers, fleet clients, and subcontractors.
4. Compliance and Safety:
* Support workplace health and safety compliance, maintaining registers and reporting incidents as required.
* Ensure business operations comply with Fair Work, WHS, privacy, and consumer law requirements.
* Assist in maintaining insurance, registration, and licensing documentation.
5. Team and Workshop Support:
* Coordinate with mechanics and apprentices to manage workflow and scheduling.
* Support recruitment, onboarding, and staff record management.
* Organise staff training, toolbox meetings, and performance review documentation.