Mechanical Workshop Administrative Assistant | Permanent Remote Work

About the role

We are seeking a proactive and highly organized Mechanical Workshop Administrative Assistant with experience supporting an automotive workshop, dealership, mechanical business, or similar service-based environment. This role combines workshop administration, customer service, coordination, bookkeeping, and payroll responsibilities to ensure the smooth day-to-day operation of our business. The successful candidate will be detail-oriented, dependable, and capable of managing multiple priorities in a fast-paced environment. A sound understanding of vehicle parts, workshop processes, and strong communication skills are essential, as this role requires regular interaction with customers, mechanics, suppliers, and management.

Key responsibilities

• Answer incoming calls, text messages, and emails professionally and promptly.
• Book vehicles into the workshop and manage the daily workshop calendar.
• Create and maintain jobs/work orders using WorkshopMate or similar CRM systems.
• Accurately record customer concerns, repair requests, and vehicle details.
• Coordinate and monitor workshop jobs to ensure timely progress and completion.
• Communicate quotations to customers and obtain approval before additional work is undertaken.
• Provide customers with regular updates regarding repair progress and expected completion times.
• Prepare invoices, process payments, and assist with accounts receivable follow-up.
• Perform bookkeeping duties, including invoice processing, reconciliations, payroll, and superannuation administration.
• Order vehicle parts and liaise with suppliers regarding pricing, availability, and delivery timeframes.

About you

• Minimum of 2 years' administration experience, preferably within an automotive workshop, dealership, service centre, or related industry.
• Knowledge and understanding of vehicle parts and mechanical workshop operations is essential.
• Experience using WorkshopMate, job management software, CRM systems, or similar workshop management platforms.
• Experience with bookkeeping, payroll processing, and superannuation administration.
• Strong customer service and relationship management skills.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.
• Strong organizational, time management, and multitasking abilities.
• Ability to prioritize workloads and manage multiple jobs simultaneously.
• Confident liaising with mechanics, suppliers, customers, and management.

About us

Diamond Tax is a progressive accounting practice located in Melbourne. We provide the full range of bookkeeping, accounting, payroll, and taxation services, as well as related business advisory services.