Job Description

Office Administrator & Automotive Service Assistant

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J & F Motors is a well-established, family-run mechanical workshop based in Richmond. We are looking for a reliable, friendly and highly organised Office Administrator to join our team in a full-time Monday to Friday role, with hours negotiable for the right applicant.

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This is primarily a office administration position, incorporating customer service, bookkeeping and general office management, along with assisting with the coordination of customers and jobs through our busy mechanical workshop.

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You will work closely with the owners and workshop team and play an important role in keeping the administration side of the business organised and running smoothly.

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About the Role

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Your main responsibilities will include:

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- General office administration, filing and record keeping
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- Preparing and finalising customer invoices
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- Processing customer payments and maintaining accurate records
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- Payroll processing
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- Bookkeeping and general accounts administration
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- Managing phone calls, emails and customer enquiries
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- Booking vehicles and maintaining the daily workshop schedule
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- Maintaining customer and vehicle records within our workshop management system
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- Greeting customers and managing the reception area
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- Maintaining an organised and professional office environment
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- Liaising with suppliers and processing associated paperwork
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- Assisting with other day-to-day administrative requirements of the business
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As part of the role, you will also provide automotive service support, including:

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- Assisting Service Advisors with coordinating daily workshop job flow and scheduling
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- Keeping customers informed of vehicle progress and expected completion times
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- Liaising with service advisors and mechanics regarding job progress and additional work required
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- Assisting with contacting customers to obtain approval for additional repairs or maintenance
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- Assisting with the coordination of parts and workshop requirements
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- Assisting with collection and delivery of vehicles and parts when required
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Training will be provided in our industry-specific software, terminology and workshop processes.

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About You

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We are looking for someone who is:

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- Friendly, qualified and well-presented
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- Highly organised with excellent attention to detail
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- Confident with computers and general office systems
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- Comfortable managing invoicing, payments and administrative records
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- A strong communicator with good customer service skills
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- Able to manage multiple tasks and priorities in a busy small-business environment
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- Comfortable communicating with customers, mechanics and suppliers
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- Reliable and able to work both independently and as part of a small team
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- Willing to learn our automotive workshop systems and processes
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- Holder of a current and valid driver's licence
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- Experience in reception, service advising, administration, bookkeeping, or payroll preferred but not essential
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- Automotive industry experience is an advantage, but again not essential
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What We Offer

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We offer the following:

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- Stable Monday to Friday role (negotiable hours for the right person)
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- On-the-job training, including industry-specific software
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- Competitive pay based on experience
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If you're looking for a long-term role in a friendly small business where your contribution is valued, we'd love to hear from you.

📌 Office Administrator & Automotive Service Assistant (Victoria)
🏢 J&F Motors
📍 Victoria