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 safe 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
Qualifications: Strong administrative background (essential)
Experience:
- Experience in coordinating trade based technical teams
- Previous experience in service, operations or finance administration
- Exposure to invoicing, job costing, or order processing functions
Behaviours and personal attributes:
- Highly organised with strong attention to detail
- Proven ability to follow tasks through to completion
- Strong time management and prioritisation skills
- Confident working independently with minimal supervision
- Process‑driven with a continuous improvement mindset
- Calm, methodical approach in a fast‑paced environment
- Strong internal stakeholder communication skills
Why join our team?
- A competitive salary, fully maintained vehicle
- Staff discounts across Bapcor business
- Long established, secure and growing business with career development opportunities
- A great team, culture and inclusive workplace
Bapcor Limited is Australasia's leading provider of automotive aftermarket parts, accessories, equipment and services and is an ASX listed business.
Our core business segments cover Trade, Retail & Service, and Wholesale businesses.
- Trade businesses include Burson Auto Parts and BNT.
- Retail & Service businesses are Autobarn, Autopro, Car Parts, Sprint Auto Parts, Opposite Lock, Midas, ABS and the Shock Shop.
- Wholesale businesses include AAD, Bearing Wholesalers, Baxters, Roadsafe, JAS Oceania, HCB, Diesel Distributors, Federal Batteries, Premier Auto Trade, and many more.
At Bapcor, we live by our values of:
- We give a damn...
- We are in it together...
- We get it done...
- We do the right thing…
If you are keen to join our team, please send your resume to our Recruitment team, via the apply button.
