Administration Coordinator – Maintenance & Systems

Like working independently, following clear systems and keeping things organised?

Do you notice the little things — a storage area that could be easier to use, a missing label, a repair that needs following up, or something that just needs sorting?

If you are practical, organised, curious and happy to spend time both in the office and around the workshop and yard, this could be a great role for you.

🏗️ About Us

Gray’s Concrete Transportable Floors manufactures and delivers concrete transportable floors and associated products to the modular building industry in WA.

For over 30 years and 3 generations, our family business has worked hard to provide quality products and reliable service, while building a great workplace for our team of 15–25 staff.

We are a small manufacturing business, but we deliver to construction sites and use heavy trucks, trailers, plant, equipment and workshop facilities to do so. That means our systems and documentation need to be strong enough to support not just general WHS obligations, but those specifically related to manufacturing operations, construction sites, and WAHVA as well.

To help keep on top of this growing compliance and asset management workload, we are now seeking a dedicated Admin Coordinator to help manage and document the defect reporting, repairs and preventative maintenance for the company’s assets — including plant, equipment, vehicles and facilities.

🛠 About the Role

This is not a standard sit-at-the-desk-all-day admin job. It is a practical, varied role in a real working environment where jeans and steel-capped boots are standard, the vibe is casual but fast paced, and staying completely clean all day is unlikely!

The role sits between the office, workshop, yard and business owners. You will report directly to and coordinate with the Business Manager to keep asset repairs and maintenance work organised and moving, so decisions can be made from clear information, and the right people can complete the work in the right order.

The daily priority is maintenance administration: gathering information, making arrangements, updating records, tracking due dates and closing out completed work. Because this is a real working site, you will need to leave the desk, check reported issues firsthand and ask enough questions to understand what has happened and what needs to happen next.

Once the daily admin is sorted, any spare time will be used for practical improvement projects around the workshop and yard. These projects are about making the site easier to work in, easier to manage and easier to keep compliant.

📋 Key Responsibilities
Maintenance Tracking, Data Integrity & Coordination

• Review daily paper checklists, defect reports and work requisitions from drivers, yard staff, workshop staff and management

• Inspect reported defects firsthand and clarify issues with the relevant team members

• Communicate clear information to the business owners for priority setting

• Enter and manage all issues within the Out of Service / Requisition for Works Log (currently in Excel) to ensure they're actioned according to their priority level and due date.

• Assign tasks to workshop staff and external service providers as required

• Track active repair timelines and follow up outstanding actions through to completion

• Incorporate preventative maintenance tasks into the Log and balance their completion alongside active breakdowns and repairs

• Coordinate all works with the Yard and Transport Managers to limit downtime of operational assets

• Close out all works and update individual asset maintenance records

Facility & Workspace Improvement Projects

• Help implement 5S lean principles across the workshop and yard: Sort, Set in Order, Shine, Standardise and Sustain

• Get hands-on improving point-of-use storage systems, creating visual labels and rearranging consumables so they are easier to locate and make operational sense

• Assist with site audits and asset stocktakes

• Assist with the future rollout of SafetyCulture - both the digital side and QR code labelling of assets, to transition from a paper system into a streamlined digital system

👷 About You

You will suit this role if you are intelligent, practical and organised, with a genuine systems mindset. You do not just enter information — you understand why records matter, how processes connect, and how good documentation helps keep a business compliant, organised and moving.

We are looking for someone who has:

• A strong systems mindset — you naturally think in steps, processes, records, follow-up and close-out

• Exceptional written communication skills — you can turn handwritten notes, conversations and verbal updates into clear, accurate records

• Strong attention to detail — you notice missing information, unclear instructions, unfinished tasks and loose ends

• A demonstrated history of follow-through — you have worked in roles where accuracy, accountability and keeping records under control mattered

• Strong digital literacy - you have high level experience using Office 365 business applications and the ability to learn, configure, and champion new software applications

• The ability to understand rules and requirements — you can read instructions, follow procedures and help turn requirements into workable systems

• A practical, adaptable approach — you understand that in a small-to-medium business, people need to solve problems, not just pass them to another department

• Confidence dealing with different people — you can speak clearly with yard, transport and workshop staff, external providers and business owners

• Curiosity and willingness to learn — you do not need a mechanical background, but you must be able to learn basic equipment, plant, tool and vehicle concepts

• A current driver’s licence & Australian Citizenship

Experience in maintenance administration, asset management, WHS administration, transport, manufacturing, construction, accounting, legal administration or another compliance-focused role would be highly regarded.

This role will suit someone who enjoys a casual, down-to-earth environment, can swap a keyboard for a label maker when needed, and is happy working around a busy yard and workshop.

The right person will be organised, curious, reliable, practical, clear-thinking and willing to follow things through.

🌟 What We Offer

• Full-time, Monday-Friday, early start and finish

• Competitive hourly payrate, with paid overtime (if required).

• Independent work, with good support structures

• A relaxed, practical workplace with a friendly team

• A varied role with daily structure and plenty of movement

• A mix of office work, workshop/yard interaction and hands-on organising

• Long-term employment in an established WA family business

• Exposure to manufacturing, maintenance, transport and workshop operations

• The chance to help improve real systems and see the results of your work

📩 To Apply

Please submit your resume and a short cover letter telling us why this practical, varied admin role sounds like a good fit for you.