Serving as the vital link between valued clients, skilled diesel fitters, and dedicated parts team, you will ensure the workshop runs like clockwork. Your primary focus will be keeping the workshop organised, paperwork immaculate, and mechanics' schedules optimised.
Key responsibilities
Manage incoming phone and email enquiries, greet workshop visitors, and coordinate initial service bookings with a professional, helpful approach
Oversee the workshop calendar, track active job cards, and efficiently dispatch fitters to local or field service assignments
Process technician timesheets, audit job details, and verify that parts used and labor hours align accurately with final job files
Generate client invoices, raise purchase orders, and liaise with suppliers to ensure timely parts delivery
Keep job management software updated and maintain organised digital filing systems
About you
A background in a mechanical workshop, transport, trade, or heavy equipment administration is highly regarded




Proficiency with contemporary office software and job-tracking platforms (e.g., Xero, workshop management applications)
A natural relationship-builder who can seamlessly communicate with mechanics, corporate heavy-machinery clients, and parts suppliers
Impeccable attention to detail with the ability to maintain composure and multitask during peak workshop hours
Based in the Cairns region with a valid, reliable driver's licence
About us
Based in Cairns, HMS Equip is a proud, family-owned and operated leader in heavy equipment service, parts, and sales. We specialise in keeping heavy machinery, commercial transport fleets, and earthmoving equipment moving. We work hard, treat our customers like family, and pride ourselves on a genuine, down-to-earth workshop culture where every single contribution matters.
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📌 Service Administrator (Cairns)
🏢 HMS Equip
📍 Cairns