Automotive Administration Assistant

Who are we?

Autopactis one of Australia's largest and growing automotive dealership groups.  Across our 35 dealerships along the eastern seaboard, we represent 41 of the top car brands in Australia, covering each of the volume, premium, luxury and commercial vehicle categories.

About the Role

Autopact is seeking an Automotive Administration Assistant to join our Head Office team. This broad generalist role combines administration, reception and office coordination with processing support for our Network Development and Sales Operations functions.

Reporting to the Executive Support Officer, with a dotted reporting line to the Senior Manager – Network Development & Group Projects, you will help ensure our documents, systems, records and front-of-house operations are accurate, organised and running efficiently.

This is a hands-on processing and support role suited to someone who is comfortable following established processes, managing competing priorities and responding flexibly to ad hoc requests.

Key Responsibilities

General administration

Maintain the Autopact intranet, including its content, structure and user access.

Complete routine content updates and basic maintenance for the Autopact group website.

Coordinate office facilities requirements, liaising with building management, tradespeople and suppliers.

Maintain group and company documents and files, ensuring appropriate version control and accessibility.

Manage general record keeping, filing and document administration.

Provide administrative support to Head Office departments and executives as required.

Reception and office coordination

• Welcome visitors and manage incoming telephone calls in a professional manner.
• Coordinate incoming and outgoing mail, couriers and deliveries.
• Manage office kitchen supplies, stationery and other general office requirements.
• Respond to and coordinate customer enquiries received through the Head Office email account.
• Help maintain a welcoming, organised and efficient Head Office environment.

Network Development and Sales Operations support

Under the direction of the Senior Manager – Network Development & Group Projects, you will:

Administer OEM approvals, franchise applications, franchise set-ups and dealer agreement documentation.

Coordinate SSRD meetings and associated administration.

Process sales invoices and provide general sales administration support.

Maintain accurate documentation, records and status updates.

Complete other Network Development and Sales Operations administrative tasks as reasonably required.

About you

You are a dependable and adaptable administrator who takes pride in accuracy, organisation and service. You enjoy supporting others, are comfortable working across different functions and know when to escalate an issue for guidance.

You will ideally bring

Previous experience in administration, reception or office coordination.

Strong organisational and time-management skills, with the ability to manage competing priorities.

Excellent attention to detail and confidence working with documents, records and established processes.

A professional, customer-focused approach to reception and front-of-house responsibilities.

Confidence communicating with executives, employees, suppliers, customers and external stakeholders.

Proficiency in Microsoft Word, Excel and Outlook.

A flexible, proactive and collaborative “whatever it takes” approach.

The ability to follow established procedures and templates while escalating matters requiring a decision.

Experience within an automotive business or dealer group will be advantageous but is not essential. Experience maintaining websites or intranets through a content management system is highly regarded, while familiarity with dealer management systems or OEM portals would also be beneficial.

What's on offer?

A well varied Administrative position where you can learn and develop your skill set in a dynamic environment.

Relaxed yet vibrant company culture!

Exclusive retail discounts & rewards program through Flare Benefits

Employee Assistance Program (EAP) - 24/7 support for our employees and their families

Ongoing development opportunities and on the job support.

Our staff and their families enjoy access to benefits such as discounts on vehicles, finance and servicing and discounted health insurance.

If you are an organised and service-focused administrator looking for a varied role within the automotive industry, we would like to hear from you.

Please submit your résumé and a brief cover letter outlining your relevant experience.