Office Manager – Automotive Workshop

Job Description

The Office Manager will be responsible for the smooth and efficient operation of the workshop office.

The role will coordinate the administrative workflow connecting customers, front-office personnel, mechanics, management, parts and tyre suppliers, accountants and other external service providers.

The successful candidate will manage daily vehicle bookings, workshop scheduling, customer communication, approved parts orders, invoicing, bookkeeping records, tyre stock records, personnel administration, office resources and workplace health and safety documentation.

This is a hands-on office management position with responsibility for planning, reviewing and improving the administrative systems supporting the business. It is not solely a receptionist or customer-service role.

The Office Manager will not be expected to diagnose vehicles or perform mechanical repairs. Technical decisions concerning vehicle faults, repairs and required parts will remain with the Director and qualified automotive technicians.

Key Responsibilities

• Plan and review office systems, procedures, service standards and resources.

• Coordinate daily bookings for servicing, repairs, diagnostics, RWC and tyre services; contact customers and maintain schedules.

• Prepare daily workshop schedules and allocate jobs to mechanics with the Director or senior technicians, considering capacity, duration and approved parts availability.

• Using parts requirements confirmed by qualified technicians, obtain quotes, place approved orders, track deliveries and backorders, process returns and link purchases to work orders.

• Maintain customer, vehicle, job, supplier, warranty and compliance records.

• Prepare invoices, record payments, reconcile cash/EFTPOS, maintain debtor and creditor records and organise documents for the accountant.

• Maintain tyre and parts inventory, record stock received and issued, conduct stocktakes and report discrepancies.

• Coordinate rosters, timesheets, leave, payroll inputs, onboarding, training and personnel records.

• Maintain WHS administration, including inductions, hazard and incident registers, safety data sheets, PPE and inspection records, and corrective actions.

• Allocate and monitor administrative tasks; liaise with customers, staff, suppliers and professionals; resolve workflow issues and report to management.

• Improve booking, invoicing, stock-control and recordkeeping procedures.

Skill & Experience

To be considered for this position, applicants should have:

• an AQF Diploma or higher qualification in Business Administration, Management or a related discipline, or an equivalent combination of relevant qualifications and experience;

• at least three years of relevant experience in office management, administration management or a comparable position;

• demonstrated experience coordinating staff, daily workflows, office systems and administrative resources;

• experience managing bookings or schedules in a busy service-based environment;

• experience with invoicing, payment reconciliation, bookkeeping records, debtors, creditors and liaison with external accountants or bookkeepers;

• experience coordinating supplier orders, deliveries, stock records and stocktakes;

• practical knowledge of workplace health and safety administration, recordkeeping and compliance processes;

• strong organisational skills and the ability to manage competing priorities and unexpected changes;

• strong written and verbal communication skills;

• the ability to liaise professionally with customers, employees, tradespeople, suppliers and external advisers;

• confidence using Microsoft Office and accounting, customer-management, inventory or job-management software; and

• a high level of accuracy, discretion, initiative and problem-solving ability.

Experience in an automotive workshop, dealership, tyre business, trade-services business or another fast-paced service environment will be highly regarded but is not essential.