Position Overview
The Office Manager plays a key leadership and coordination 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. The role directly supports workshop staff, liaises with suppliers, and maintains communication between management and customers.
Key Responsibilities
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.
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.
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.
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.
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.
Qualifications and Experience
Essential
Diploma or higher qualification in Business Administration, Management, or related field; or at least 3 years relevant experience in an administrative management role.
Proven experience in office or operations management within the automotive, mechanical, or trade services industry.
Strong computer literacy, including accounting software (Xero, MYOB) and Microsoft Office Suite.
Knowledge of Australian workplace, WHS, and Fair Work compliance.
Excellent communication, organisational, and problem-solving skills.
Desirable
Experience in small business management or supervision of administrative staff.
Familiarity with automotive service scheduling and customer relationship management systems.
Understanding of procurement and stock management processes.
Core Competencies
Leadership and initiative
Customer service focus
Financial accuracy and accountability
Time management and multitasking
Professional communication and teamwork
Confidentiality and discretion
Workplace Values
Our workshop values integrity, quality workmanship, and reliable service to the local Alice Springs community. The Office Manager is a key representative of these values, maintaining professionalism and supporting a safe, respectful, and efficient workplace.
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