JobScout Pty Ltd are working to assist our client, Macfarlane Generators Pty Ltd, an Australian owned generator supply, hire and servicing business operating from four branches nationally.
Our client is seeking an experienced Program or Project Administrator to join the team on a full-time, ongoing basis.
Based at the Clayton South head office, the role coordinates field service program delivery across the Melbourne, Sydney, Brisbane and Perth branches.
Responsibilities of our Program or Project Administrator will include: ·Coordinating the planning and delivery of the company's field service programs — preventative maintenance schedules, load bank and compliance testing campaigns, repair and upgrade projects, and hire fleet servicing — across the Melbourne, Sydney, Brisbane and Perth branches, ensuring each is delivered to agreed scope, timeframe and budget.
·Reviewing customer service agreements, asset registers and site requirements to define deliverables, milestones and resource requirements, and preparing the annual program plan and schedule of works for management approval.
·Monitoring progress against program schedules, including service due dates, technician allocation, parts lead times and permitted shutdown windows, and re-planning or escalating where a milestone or contractual obligation is at risk.
·Analysing and reporting on program budgets and expenditure — labour hours, travel and accommodation, parts consumption and subcontractor costs — reconciling actuals against quoted job values and investigating variances.
·Coordinating and allocating program resources across branches, including field service technicians, service vehicles, test equipment, load banks and hire units, and resolving competing demands between contracted maintenance and reactive breakdown work.
·Liaising with internal and external stakeholders on program matters, including customer site contacts and facilities managers, branch service managers, technicians, the parts and warehouse team, OEM and supplier technical representatives, and subcontracted electrical contractors.
·Preparing and maintaining program documentation,



including work orders, service and test reports, compliance and load test certificates, asset service histories, safe work method statements, site permits and customer completion reporting.
·Assessing the effectiveness of program delivery against agreed measures — on-time completion, first-time fix rate, callbacks and rework, technician utilisation and contract profitability — and recommending improvements to scheduling, work methods and resource allocation.
·Undertaking research and analysis to support continuous improvement, including benchmarking maintenance intervals against OEM specifications, reviewing failure and downtime data by fleet and brand, and evaluating field service management and scheduling systems.
·Providing advice and regular status reporting to branch and national management on program progress, risks, issues and forecast resourcing needs.
·Supporting mobilisation of new service contracts and hire projects — establishing asset registers and service schedules, arranging site inductions and access, and coordinating pre-delivery, commissioning and handover activities.
·Maintaining the service management and CRM systems as the system of record for program data and producing periodic performance and compliance reporting.
·Assisting in ensuring program delivery meets WHS, environmental and electrical compliance obligations, including contractor documentation and incident reporting.
To be successfully considered for the role, you: ·Hold an AQF associate degree, Advanced Diploma or Diploma in a business administration, project management, engineering or related discipline.
At least three years of relevant experience may substitute for the formal qualifications listed above.
In some instances,



relevant experience and/or on-the-job training may be required in addition to the formal qualification.
·Have a minimum 1+ year post-qualification experience in a program, project or service administration role.
·Have demonstrated experience planning and scheduling works, allocating field-based resources and tracking delivery against agreed milestones and budgets.
·Are confident interpreting service agreements, asset registers and job costings, and reconciling actual costs against quoted values.
·Are competent with service management, scheduling or CRM systems and with Microsoft Excel for reporting and analysis.
·Have strong written skills for preparing work orders, service reports, compliance documentation and customer completion reporting.
·Have well-developed stakeholder management skills and the ability to communicate effectively with customers, technicians, suppliers and management.
·Have robust problem-solving skills and a methodical, detail-focused approach, with the ability to re-prioritise when breakdown work disrupts planned schedules.
·Have a sound understanding of WHS obligations in a field service or technical services environment.
·Maintain a professional attitude and a 'can do' approach at all times.
Do you enjoy bringing order to a busy national service operation?
Are you the person who spots a scheduling clash before it becomes a missed deadline?
Are you looking for a stable, full-time role with an established Australian business in Melbourne's south-east?
You must have unrestricted Australian working rights to be considered.
Interested?
This is an ideal opportunity for an experienced Program or Project Administrator seeking their next role with a well-established Australian power generation specialist.
Applications, please respond to the recruiters through the site and ensure you attach an updated resume.
JobScout Pty Ltd are grateful for all applications, but kindly note that they will only respond to shortlisted applicants.
JobScout Pty Ltd — recruitment excellence.

📌 Program/Project Administrator (Melbourne)
🏢 Jobscout
📍 Melbourne