Administration Officer - Fire Services

Our client Scavenger Supplies, prides ourselves on being a fast-moving, dependable partner to their clients. They work hard to deliver exceptional service and have a great time doing it. Their office is busy, dynamic, and relies heavily on an organised, proactive administrative team to keep the gears turning.

Based in Mandurah, they are committed to supporting our local community and are specifically looking for team members who reside within the Peel region. Due to growth within our services division, we are looking for a sharp, detail-oriented Superstar to join our team on a full-time basis.

About the Role

This is a busy, hands-on administration role that combines invoicing, client support, operational coordination, and problem solving. No two days are the same, and you'll play a key role in ensuring completed service work is processed accurately; client enquiries are resolved promptly, and their internal systems remain organised and up to date. Working closely with their technicians, management, finance team and clients, you'll help keep jobs moving efficiently from completion through to invoicing while supporting the smooth day-to-day operation of the business

Invoice & Financial Administration

1. Review completed technician job reports and accurately prepare client invoices.

2. Verify labour, materials and parts before invoicing.

3. General administrative support to the finance and management team as required

 Quotes & Client Support

• Review technician reports and prepare quotations for rectification works      

• Follow up outstanding quotations and convert approved quotes into work orders.

• Investigate rejected quotes and claims, resolving issues where possible.

• Respond to client billing and service enquiries professionally.

Administration & Operational Support

• Identify and lead operational improvements and workflow efficiency.

• Open and process work orders and prepare reports to support job completion.  

• Maintain accurate electronic filing of reports, emails and service documentation.

• Update client contracts, pricing schedules and system records.

• Monitor outstanding work, urgent defects and compliance-related tasks.

• Troubleshoot CRM or system issues and escalate when required.

Communication & Teamwork

• Liaise daily with clients, technicians, suppliers and internal departments including Finance, Sales and Management.

• Monitor KPI reporting, and develop new reporting requirements.

• Provide general administrative support across the business and become a trusted "go-to" team member who enjoys solving problems and helping others.

What We Are Looking For:

1. Local Resident: You live within Mandurah or surrounding areas.

2. Has previous experience in administration, service coordination, invoicing and/or office support.

3. Is highly organised and can confidently manage multiple priorities.

4. Has exceptional attention to detail and enjoys working with numbers and data.

5. Is confident communicating with clients, technicians and internal teams.

6. Can identify problems, investigate discrepancies and find practical solutions.

7. Is proactive and takes ownership of their workload.

8. Has experience using CRM systems, accounting software (Xero, MYOB or similar) and Microsoft Office, particularly Excel.

9. A down-to-earth, reliable professional who thrives in a busy team environment.

10. Availability to work standard full-time hours, Monday to Friday.

How to Apply

If this sounds like your perfect next step, we want to hear from you!

Submit your resume along with a brief cover letter telling us why you'd be a great fit for the team at Scavenger Supplies.