Service Administration Assistant

At Johnson Controls, we’ve been making buildings smarter and safer since 1885. Our capabilities, depth of innovation, global experience, and reach have continued to grow ever since. Today, our diverse global team delivers the world’s largest portfolio of building products, digital technologies, software, and services—transforming the environments where people live, work, learn, and play.

Our mission is simple: to consistently deliver outstanding outcomes for our customers and partners.

Tomorrow needs your talent. Tomorrow needs you. So let’s talk today!

The Company

Gordon Brothers Industries (GBI) is Australia’s largest industrial refrigeration company. With offices across all mainland states, we deliver complete end to end industrial refrigeration solutions—including design, construction, and comprehensive servicing—for clients across industries such as mining, chemical processing, food, and beverage.

The Role

GBI is seeking a dedicated and enthusiastic Administration Assistant to join our Melbourne team. This is an exciting opportunity to be part of a supportive group with genuine career development prospects.

Key Responsibilities

• Provide administrative support to the service department, including service technicians.

• Answer incoming phone calls and assist with enquiries.

• Create and raise service job requests.

• Prepare and issue customer invoices on a regular basis.

• Complete accurate timecard data entry.

• Reconcile BOC accounts and follow up on gas bottle status.

• Generate purchase orders for service technicians and engineers.

• Provide backup support to service administrators and main reception when required.

• Contribute to the continuous improvement of internal systems and administrative processes.

• Develop Pronto Service “Training Module” documentation.

• Maintain licence and training records, equipment maintenance logs, and ARCTICK licence documentation.

• Collate supporting documentation such as service reports and maintenance sheets.

• Maintain filing systems and records for the Melbourne office.

• Request customer purchase orders before sending information to accounts.

• Communicate cost estimates to customers to obtain purchase orders prior to invoicing.

• Receipt purchase orders into the system.

• Process goods returns in Pronto (supplier credits).

• Assist in managing the Work in Progress (WIP) report.

• Raise picking slips from the GBI store in Pronto.

• Issue stock from the Pronto inventory warehouse to jobs.

About You

You will thrive in this role if you bring:

• Previous administration experience in a similar position

• Strong customer service skills and a service oriented mindset

• A collaborative, team-focused approach

• Proficiency with MS Office

• Excellent written and verbal communication skills

• Professionalism, initiative, and proactiveness

• Strong time management and prioritisation abilities

• The ability to build positive relationships with both employees and customers

• Multitasking capability and confidence meeting deadlines

• A self motivated attitude and eagerness to learn

Only applicants with current working rights in Australia will be considered.

Please note: Pre employment checks—including reference checks, medical assessment, criminal record check, and drug & alcohol testing—form part of our recruitment process.

What We Offer

This is an excellent opportunity for an Administration Assistant looking to grow and develop within a leading organisation. We offer diverse on the job learning opportunities and a competitive remuneration package. If you take pride in high quality work and are passionate about contributing to a growing team, we encourage you to apply.

Learn more about us at www.gordonbrothers.com.au.

Application Process

If you believe you have the skills and attributes we’re looking for and are ready to take the next step in your career, please submit your resume and a cover letter.

Only shortlisted candidates will be contacted.

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