About Westcool
Westcool (WA) Pty Ltd was formed in 2016 to provide HVAC & Refrigeration services. It has always been our aim to become an industry leader and offer a service to our customers like no other company out there. We pride ourselves on our achievements of outstanding customer satisfaction and our conscientious approach to work that has become synonymous with the Westcool name.
As we continue to grow, we're looking for an experienced and proactive Office Administrator & Coordinator to become a key part of our administration team.
You'll play a key role in ensuring technicians' hours are accurate and submitted on time, while also managing day-to-day fleet requirements including servicing, vehicle allocations, reports and compliance.
About the Role
This role is ideal for someone who has strong attention to detail, especially when it comes to timesheet processing and fleet coordination.
You'll play a key role in ensuring technicians' hours are accurate and submitted on time, while also managing day-to-day fleet requirements including servicing, vehicle allocations, reports and compliance.
Candidates must be Australian citizens or permanent residents.
Working within a supportive environment, you will be part of a friendly administration team that values collaboration, accuracy, and initiative.
Key Responsibilities
Timesheet Management (3 days per week)
· Oversee employee timesheets ensuring accurate and timely submission
· Identify discrepancies and raise changes with HVAC/Refrigeration Managers
· Check timesheets for completeness (no missing hours/entries)
· Cross-check timesheets against tracker data
· Maintain accurate notes and records to support payroll processing
Fleet / Vehicle Management
· Coordinate fleet servicing, maintenance, repairs and registration
· Provide weekly service, idle and safe driving reports to the General Manager
· Book scheduled servicing at least one month in advance with scheduling teams
· Manage vehicle allocations, swaps, trailer use and scissor lift scheduling
· Arrange repairs (tyres, batteries, windscreens etc.) and manage incident follow-up
· Organise new vehicle fit-outs (detailing, racking, tinting, stickers, trackers, van stock)
· Maintain fleet register and Ctrack system and escalate issues where required
· Ensure new employees receive vehicle and fuel card
· Complete monthly driver's licence checks
· Coordinate 6-monthly fire extinguisher servicing
· Manage parking/driving fines and fuel card ordering
Additional Duties
· Answer incoming calls and assist with customer/internal enquiries
· Provide general admin support and escalate complex issues to the Office Manager
About You
To succeed in this role, you will have:
· Strong admin experience and excellent attention to detail
· Confidence handling timesheets and data checking
· Experience in fleet coordination/vehicle management (highly regarded)
· Strong communication skills and confidence following up with technicians/managers
· Ability to prioritise and manage competing deadlines
· Solid computer skills and ability to learn systems quickly
Why Join Westcool?
* Your Birthday Day off
* Supportive and collaborative team environment
* An environment where good performance is recognised and rewarded
* A social work environment with regular team events
* A flexible and positive work environment
Ready to take the next step in your career?
Apply now and bring your expertise to a team that values initiative, collaboration, and reliability.