Job Description

The Service Administrator is responsible for providing high‑level administrative and financial support to the service function, ensuring all service activity is accurately recorded, monitored, invoiced and reconciled.

The role focuses on post‑job administration, including quote follow‑ups, job costing, invoicing, purchase order reconciliation and reporting. This position ensures service work is correctly captured, invoiced, and closed in a timely and compliant manner, supporting financial accuracy, and operational efficiency.

Key Accountabilities

Health and Safety

- Comply with all workplace health and safety policies, procedures and safe work practices
- Ensure administrative processes support secure systems of work (e.g. correct documentation, job records, compliance paperwork)
- Report hazards, incidents or non‑conformances identified through administrative review to the relevant service manager

Service Administration & Financial Control

- Process service, install and repair jobs from completion through to invoicing, ensuring accuracy and timeliness
- Raise and issue invoices for all service, repair, breakdown and installation work
- Ensure approved quotes are correctly converted into jobs and invoiced accordingly
- Follow up outstanding quotes in conjunction with service coordinators to maximise conversion
- Reconcile job costs including labour, parts, subcontractors and hire equipment
- Ensure technician time,



parts usage and external costs are accurately captured against each job
- Investigate and resolve invoicing discrepancies, credit requests, and job variances
- Maintain accurate service records in simPro

Quotes & Work in Progress (WIP) Management

- Monitor open quotes and work‑in‑progress jobs to ensure timely closure
- Proactively follow up internally on delays preventing invoicing or job completion
- Ensure all required documentation (job cards, service reports, approvals) is received prior to invoicing
- Assist in identifying aged WIP and support corrective action

Internal Support

- Provide regular updates and reporting on invoicing status, work in progress, quote follow‑up and job closure
- Support branches and national teams with accurate service administration data and insights
- Work closely with Service Schedulers, Technicians and Management to resolve service administration issues that impact job completion or billing
- Act as a point of reference for service administration queries, system issues and process clarification

Key challenges of the position

- Ensuring all service work is invoiced accurately and without delay
- Managing competing administrative priorities across a high‑volume service environment
- Identifying and resolving discrepancies in job costing and billing
- Maintaining data accuracy across service and financial systems

📌 Service Administrator (Brisbane Airport)
🏢 Precision Automotive
📍 Brisbane Airport