Administration Assistant

About the Role

We are looking for an experienced Administrative Assistant providing comprehensive support across sales, service, logistics, and office operations. This role is responsible for ensuring the smooth day-to-day functioning of the business by delivering high-quality administrative support, coordinating activities across departments, and maintaining efficient office systems.

The position supports the sales and service teams through customer communication, scheduling, documentation, and reporting, while also assisting with inbound and domestic logistics coordination, including supplier communication, shipment tracking, and delivery scheduling. In addition, the role provides general office administration support such as data management, procurement, and record keeping, along with assisting finance with basic financial administration.

A proactive and detail-oriented professional, this role contributes to operational efficiency, accurate logistics flow, customer satisfaction, and effective internal coordination across all business areas.

 Key Responsibilities

·         Provide day-to-day administrative support to service technicians, sales and account managers to ensure efficient operations.

·         Accurately enter and maintain service cost details (labour, parts, travel, and job expenses) to support timely and correct invoices.

·         Coordinate travel arrangements for field staff, including booking flights, accommodation, and transport.

·         Oversee the import requirements and tracking of all sales related importation of products, including being the liaison with overseas manufacturing locations of Astec Industries.

·         Develop relationships and communicate professionally with external suppliers and ensure adherence to Australian Government requirements regarding inbound freight obligations,

·         Coverage of reception as/when required,

About You

·         Minimum 1-2 years’ experience in an administrative support role, preferably within a service (Trade based), sales, or operational environment.

·         Demonstrated experience supporting multiple functions, including exposure to basic finance tasks (e.g. invoicing, purchase orders, or expense processing).

·         Minimum of 1 year’ experience handling inbound international freight and domestic logistics.

·         Certificate III Business Administration (or similar qualification) preferred.

·         Proven experience with data entry, record management, and use of Microsoft Office (Excel, Word, Outlook) and business systems.

·         Strong organisational and communication skills, with the ability to manage competing priorities and work effectively within a team environment.

What We Offer

·        Supportive and friendly work environment

·        Opportunity to build administration and office skills

·        Potential for growth within the business

How to Apply

Please submit your resume and a short cover letter telling us why you’re interested in the role.