About Autoboys Automotive

NEXT TECH AUSTRALIA PTY LTD, trading as Autoboys Automotive, is an established independent automotive service centre located in Springvale.

Since 2013, we have provided logbook servicing, mechanical repairs, European vehicle diagnostics, roadworthy inspections and tyre services. We joined the Dunlop Super Dealer Network in 2018 and work with recognised tyre brands including Dunlop, Pirelli, Goodyear, Kumho and Michelin.

We are seeking an experienced Office Manager to manage our office systems, administrative resources and daily workflow.

About the Role

The Office Manager will coordinate the administrative workflow between customers, management, front-office staff, mechanics, suppliers, accountants and other service providers.

The role covers daily vehicle bookings, workshop scheduling, customer communication, parts ordering, invoicing, bookkeeping records, tyre stock, personnel administration and WHS documentation.

This is a hands-on office management role. Mechanical diagnosis, repair decisions and technical parts selection will remain the responsibility of the Director and qualified automotive technicians.

Key Responsibilities

Office and Workshop Coordination

- Plan, organise and review office procedures, administrative systems and service standards.

- Coordinate daily bookings for vehicle servicing, repairs, diagnostics, roadworthy inspections and tyre services.

- Contact customers to confirm bookings, obtain required information and coordinate vehicle drop-off, progress updates and collection.

- Prepare the daily workshop schedule and coordinate work allocation with the Director and senior workshop personnel, considering technician availability, job duration, workshop capacity and parts availability.

- Monitor schedules, identify delays and coordinate follow-up with customers, mechanics, suppliers and management.

- Allocate administrative duties to front-office and support staff and monitor the completion of assigned work.

Parts, Tyres and Supplier Coordination

- Obtain parts requirements from the Director or qualified mechanics and place approved orders with parts and tyre suppliers.

- Obtain pricing and availability information and track orders, backorders and delivery times.

- Receive parts and tyres, check deliveries against supplier documents and match purchases to the relevant workshop job.

- Maintain records of parts ordered, received, returned, credited or awaiting delivery.

- Coordinate supplier returns, account queries and warranty documentation.





- Maintain tyre and relevant parts inventory records and coordinate regular stocktakes.

- Investigate stock discrepancies and provide management with information about items requiring replenishment. (Technical parts identification and approval will remain the responsibility of qualified workshop personnel)

Invoicing and Accounts Administration

- Prepare and issue invoices for completed servicing, repairs, inspections, tyres and related services.

- Ensure approved labour, parts and tyre charges are correctly recorded against each customer job.

- Record payments and complete daily cash, EFTPOS and other payment reconciliations.

- Maintain debtor, creditor, expense and supplier-invoice records.

- Follow up outstanding customer accounts in accordance with management instructions.

- Organise financial records and supporting documents for the external accountant or bookkeeper.

Personnel Administration

- Coordinate staff rosters and maintain attendance, timesheet and leave records.

- Prepare payroll information for management or the payroll service provider.

- Maintain employee files, licences, qualifications and training records.

- Coordinate the administrative aspects of recruitment, onboarding, workplace induction and staff training.

- Assist management with personnel documentation and performance-management administration.

Workplace Health and Safety

- Maintain WHS records, including inductions, training, hazards, incidents, near misses and workplace inspections.

- Maintain current safety data sheets and records relating to oils, lubricants, cleaning products and workshop chemicals.

- Maintain PPE, equipment-check and corrective-action records.

- Ensure reported hazards and incidents are promptly referred to management and appropriately followed up.

- Assist with scheduling equipment inspections, servicing and workplace safety activities.

- Work with management and workshop personnel to support compliance with applicable WHS requirements.

Compliance and Office Resources

- Maintain organised customer, vehicle, service, roadworthy, warranty, supplier and business records.

- Support compliance with workplace, employment,



privacy and recordkeeping requirements.

- Ensure office equipment, stationery, filing systems and administrative software are properly maintained.

- Liaise with accountants, insurers, suppliers and other professionals to resolve administrative matters.

- Prepare management reports concerning bookings, outstanding invoices, parts orders, tyre stock, staffing and office performance.

- Recommend and implement improvements to booking, invoicing, recordkeeping, stock-control and internal communication procedures.

Skills and Experience

Applicants should have:

- an AQF Diploma or higher qualification in Business Administration, Management or a related discipline, or equivalent relevant experience;

- at least three years of relevant office management or administration management experience;

- demonstrated experience coordinating staff, schedules, office systems and administrative resources;

- experience with invoicing, payment reconciliation, debtors, creditors and bookkeeping records;

- experience coordinating supplier orders, deliveries, inventory records and stocktakes;

- practical knowledge of WHS administration and compliance recordkeeping;

- strong organisational, communication and problem-solving skills;

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

- the ability to manage competing priorities in a busy service environment.

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

Applicants do not need to be qualified mechanics. However, they must be able to follow technical instructions accurately and communicate effectively with technicians and suppliers.

What We Offer

- Permanent full-time employment with an established automotive business.

- A broad office management role with responsibility for systems, personnel coordination and daily operations.

- Salary of $85,000–$95,000 plus superannuation, depending on qualifications and experience.

- An in office position at 1 Blissington Street, Springvale VIC 3171.

- Regular working hours primarily from Monday to Friday, with reasonable flexibility where required.

How to Apply

Please submit your résumé and a covering letter outlining your relevant experience in:

- office and staff coordination;

- service bookings and scheduling;

- invoicing and bookkeeping administration;

- parts ordering and stock control; and

- WHS administration.

📌 Office Manager – Automotive Workshop (Springvale)
🏢 Autoboys Automotive
📍 Springvale