Located in Brooklyn Victoria, our client is a trusted tow truck company providing rapid, reliable towing and roadside assistance services throughout Melbourne’s western suburbs and beyond. Their fleet operates 24/7, servicing private vehicles, commercial fleets, and accident recoveries. They pride themselves on professionalism, integrity, and the safe handling of every vehicle entrusted to them.

Position Summary The Administration Officer will be responsible for the smooth operation of their office procedures, acting as the first point of contact for both customers and team members. This individual will play a vital role in coordinating dispatch, processing documentation, and maintaining compliance with relevant regulatory requirements. The administration officer would be the backbone of daily operations, ensuring that drivers are informed and equipped, customers are supported, and all paperwork is precise and timely.

Role Description The Administrative Officer is a full-time, position. This role involves providing day-to-day administrative support, including managing correspondence, preparing documents, maintaining records, and supporting office operations.

The Administrative

Officer will coordinate appointments and meetings, assist with recruitment-related administration, and update candidate and client information in internal systems. The role also requires responding to inquiries, providing professional customer service to clients and candidates, and supporting the wider team with general office tasks as needed.

Qualifications

- Candidates should possess robust General Administration and Administrative Assistance skills, including data entry, document management, and office coordination.
- Candidates should possess effective Communication and Customer Service skills to interact professionally with clients, candidates, and internal stakeholders.
- Candidates should possess solid Organization Skills, including time management, prioritization, and attention to detail.
- Proficiency with common office software (e.g.,



Microsoft Office, email and calendar tools, basic spreadsheets) and willingness to learn new systems.
- Ability to work both independently and collaboratively in a hybrid environment, demonstrating reliability and accountability.
- Previous experience in an administrative or office support role, ideally within recruitment, professional services, or a related field.
- Relevant certification or qualification in business administration or a related discipline is beneficial but not mandatory.

Key Responsibilities

- Reception and Customer Service: Greet customers and clients in person, over the phone, and via email. Respond to enquiries with professionalism and empathy, gathering and recording necessary information for jobs.
- Job Dispatch Coordination: Liaise with tow truck drivers to assign jobs, track progress, and communicate updates to customers. Utilise dispatch software and maintain up-to date job logs.
- Data Entry and Record Keeping: Accurately enter job details, customer information, and payments received into company systems. Maintain electronic and paper files in accordance with company policy and privacy requirements.
- Invoicing and Payment Processing: Generate invoices for completed jobs, process payments, and follow up on outstanding accounts. Work with the accounts team to reconcile daily cash and EFTPOS transactions.
- Compliance and Documentation: Ensure all towing operations comply with local, state, and federal regulations. Prepare and maintain incident reports, job sheets, and necessary regulatory documentation.
- Office Administration: Order and manage office supplies and equipment.



Coordinate maintenance of office facilities and fleet records. Assist with rostering, HR documentation, and timesheet processing as required.
- Communication: Relay important messages between customers, drivers, insurance companies, and local authorities. Draft and disseminate internal memos and company updates.
- Problem Solving: Address and resolve customer complaints or escalations with sensitivity and efficiency, working with management as needed.
- Team Support: Foster a positive and collaborative work environment, supporting other staff in times of high volume or absence.

Required Skills and Experience

- Minimum 2 years administration or office experience, within logistics, transport, or automotive industries
- Minimum 2 years’ experience in invoicing, accounts receivable, and cash handling.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and the ability to quickly learn dispatch or CRM software.
- Experience in compliance management
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities, with attention to detail and accuracy. Customer service orientation and a professional telephone manner.
- Ability to work both independently and as part of a team.
- Knowledge of local Altona Meadows area and surrounding suburbs considered an advantage.
- Valid driver’s license preferred but not essential.

Working Hours and Conditions

- The position is based in our Brooklyn office, with standard working hours from 9:00am to 5:00pm to change hours
- Monday to Friday. No Weekends
- Our office is a supportive environment with opportunities for training and advancement.

Job Type: Temp to perm after 6 months

Application Question(s)

- Do you have experience working in logistics, transport, or automotive industries?

Experience:

- invoicing : 2 years (Required)
- Compliance management: 1 year (Preferred)

Please send resume to [email protected] - Interview will be this week.

📌 Administrative Officer (Deer Park)
🏢 CP Recruitment
📍 Deer Park