Fleet & Facilities Administrator – Smithfield NSW

Location: Smithfield NSW 2164 (on-site)

Type: Full-time, permanent, Monday to Friday

Pay: $52,255 – $56,000 per year + superannuation, with a review after probation

Start: As soon as available; notice periods respected

About us

HEQS Wholesale Group (trading as Priceworth Furniture) is a Smithfield-based wholesaler and retailer of home furniture and whitegoods, with a delivery fleet, warehouses and stores across NSW and QLD. Our Fleet & Facilities team keeps the vehicles, forklifts, equipment and properties behind that operation registered, insured, maintained and compliant. We are hiring an Administrator to run the day-to-day paperwork and coordination of that work.

About the role

This is an office-based administration and coordination role. You will keep track of every vehicle, forklift and site: what is registered, what is due for service, which infringement needs nominating, which lease renews next quarter, and which supplier gave the best quote. You will deal directly with drivers, warehouse staff, mechanics, tradespeople, landlords and insurers, and keep the records that management and auditors rely on.

We will train the right person on our systems and processes. What we need from you is accuracy, reliability and confidence on the phone.

It is not a driving, mechanic or trades role. You will occasionally move a vehicle on site or to a workshop, which is why a driver's licence is required.

What you will do

Fleet administration

- Maintain the fleet and asset registers (vehicles, forklifts, trailers, tools, keys, fuel cards, toll tags) so they are always accurate and audit-ready
- Manage vehicle registrations, CTP and insurance renewals, safety inspections, servicing schedules and repairs
- Process traffic infringements and toll notices, including driver nominations, within statutory deadlines
- Allocate vehicles, keys, fuel cards and equipment to staff and keep sign-out and return records
- Prepare vehicle condition reports at handover and return, log damage and incidents,



and follow issues through to repair

Facilities and property administration

- Keep lease, contract, insurance and compliance documents for our warehouse, office and retail sites filed and current, with renewal dates tracked and flagged in advance
- Log maintenance requests (repairs, cleaning, pest control, fire safety, air-conditioning, security) and coordinate landlords, contractors and internal teams through to completion
- Maintain registers of keys, access cards and site contacts

Suppliers and cost control

- Obtain, compare and negotiate quotes from mechanics, tyre and parts suppliers, tradespeople and service contractors
- Raise purchase orders, check invoices against quotes and chase discrepancies
- Build and maintain a preferred-supplier list and track spend by vehicle and by site

Records, compliance and reporting

- Keep documentation ready for audits, insurance claims and management review
- Produce a simple monthly summary: fleet costs, upcoming renewals, open maintenance items, infringements

General administration

- Data entry, filing and scanning, phone and email correspondence for the Fleet & Facilities team

What we are looking for (essential)

- Permanent, unrestricted right to work in Australia (Australian citizen or permanent resident). Visa sponsorship is not available for this role.
- Current Australian driver's licence (full or provisional, not learner)
- At least one year of Australian office administration experience (any industry)
- Confident on the phone with suppliers and comfortable asking for and comparing quotes
- Sound Microsoft Excel, Word and Outlook skills and accurate data entry
- Organised, reliable and detail-focused,



and looking for a stable long-term role

Strong advantage (not required – training provided)

- Experience in fleet, vehicle, asset, facilities or property administration
- Familiarity with NSW vehicle registration, inspection, toll and infringement processes
- Experience in a transport, logistics, wholesale, retail or property environment
- Experience using AI tools (for example ChatGPT or Copilot) to speed up routine admin
- Forklift licence

What we offer

- $52,255 – $56,000 per year + superannuation, with a review after probation
- Stable, full-time permanent role, Monday to Friday, no weekend work
- Full training on our systems and processes, with support from an established Fleet & Facilities team
- A genuine path into fleet or facilities coordination and management as the business grows

How to apply

Apply with your resume through Indeed and answer a few short screening questions (about three minutes). We review applications as they come in, and shortlisted candidates will be contacted for a phone screen.

Job Types: Full-time, Permanent

Pay: $52,255.00 – $56,000.00 per year

Application Question(s):

- When could you start if offered the role? If you're currently employed, what is your notice period?
- Tell us briefly about any experience you have with: vehicle registrations or servicing, supplier quotes, insurance renewals, asset or fleet registers, or property/maintenance administration. If you have none of these, describe the most detailed record-keeping you have done in a previous job.
- This is a full-time, in office role in Smithfield NSW, Monday to Friday. Are you available to commit to full-time, on-site work Monday to Friday? (Yes/No)
- Do you have permanent, unrestricted work rights in Australia (Australian citizen or permanent resident)? Visa sponsorship is not available for this role. (Yes/No)

Experience:

- office administration: 1 year (Preferred)

Licence/Certification:

- Australian driver's licence (Required)

Work Authorisation:

- Australia (Required)

📌 Fleet & Facilities Administrator (Smithfield)
🏢 Priceworth Furniture
📍 Smithfield