Service Department Administrator Receptionist

Hi Tech Diesel — Where Expertise Meets Excellence

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About Hi Tech Diesel

Hi Tech Diesel is a well-established and highly respected diesel specialist workshop, proudly serving our community with a commitment to quality workmanship, honest advice, and exceptional customer service. We specialise in diesel vehicle servicing, repairs, diagnostics, and maintenance across a wide range of light and heavy vehicles. Our team is passionate about what we do, and we take great pride in delivering outstanding results for every customer who walks through our door. As our business continues to grow, we're looking for a motivated and enthusiastic individual to become the face of our service department.

The Opportunity

IMMEDIATE START AVAILABLE!

We have a fantastic full-time opportunity for an experienced and personable Service Department Administrator / Receptionist to join our dynamic team. This is a key front-line role where you will be the first point of contact for our valued customers, playing an essential part in delivering a seamless and professional experience from the moment they arrive.

If you love people, thrive in a fast-paced environment, and have a knack for keeping things organised — we want to hear from you!

What You'll Be Doing

Your day-to-day responsibilities will include, but are not limited to:

• Answering incoming calls and responding to customer enquiries in a professional and friendly manner

• Greeting and welcoming customers as they arrive at the dealership with warmth and professionalism

• Booking in customer vehicles for servicing, repairs, and diagnostics, and managing the workshop schedule

• Data entry — maintaining accurate and up-to-date records across all platforms and systems

• Typing up customer quotations and invoices with accuracy and attention to detail

• Liaising between customers and technicians to communicate job progress, updates, and estimated completion times

• Following up with customers regarding outstanding quotes, vehicle status, and service reminders

• Processing customer payments and end-of-day cash handling/reconciliation

• Filing and maintaining customer records and vehicle service histories

• Managing vehicle key systems and ensuring all vehicles are accounted for

• Handling email correspondence professionally and promptly

• Managing workshop bookings and coordinating service appointments to maximise workshop efficiency

• Preparing and processing job cards and work orders accurately

• Upselling and advising customers on additional services and recommended repairs in a helpful, non-pushy manner

• Generating reports and assisting with general administrative tasks as required

• Supporting the service team and workshop manager with day-to-day operational needs

• Ensuring the reception and customer waiting area is always clean, tidy, and presented to a high standard

Who We're Looking For

The ideal candidate is someone who brings positive energy and professionalism to everything they do. You are the kind of person who lights up a room, makes customers feel genuinely valued, and keeps calm under pressure.

Personality-wise, you are:

• Warm, friendly, and approachable — you make every customer feel welcome

• A confident communicator — both face-to-face and over the phone

• Sharp and quick-thinking — you can juggle multiple tasks without dropping the ball

• Highly organised — you love a tidy workspace and a well-managed schedule

• Reliable and punctual — your team can count on you, every single day

• Resilient and adaptable — busy days don't phase you; you thrive on them

• Detail-oriented — you take pride in getting things right the first time

• A team player — you lift those around you and contribute to a positive work culture

• Driven and motivated — you take ownership of your role and go above and beyond

• Professional in presentation — you represent our brand with pride

Skills & Experience

Essential:

• Previous experience in a receptionist, administration, or customer service role

• Strong proficiency in Microsoft Word and Microsoft Excel

• Excellent written and verbal communication skills

• Ability to type accurately and efficiently

• Professional phone manner with exceptional customer service skills

• Strong time management and organisational abilities

• Ability to multitask in a busy environment

Highly Desirable / Advantageous:

• Experience with Pentana DealerPro (or similar dealer management systems)

• Background in the automotive, transport, or mechanical industry

• Experience in a service advisor or dealership administration role

• Knowledge of vehicle servicing processes and terminology

What We Offer You

• Immediate start — don't wait, begin your new career today!

• Full-time permanent position — 38 hours per week

• Stable and supportive team environment

• Competitive remuneration commensurate with experience

• A growing, well-respected business with a loyal customer base

• On-the-job training and support — we invest in our people

• A fun, energetic workplace where your contribution is truly valued

• Monday to Friday working hours — enjoy your weekends!

How to Apply

If this sounds like the opportunity you've been waiting for, we'd love to hear from you!

Please submit your resume and a brief cover letter telling us a little about yourself and why you'd be the perfect fit for the Hi Tech Diesel team.

Apply via email or in person — don't delay, interviews are being held NOW!