Job title: Administrative Support
Job type: Permanent
Emp type: Full-time
Industry: Retail
Expertise: Admin / Office Management
Job published: 2023-05-09
Job ID: 33053

Job Description

This is an amazing opportunity for an experienced Administrative Support to join a leading company that offers the best services in the Truck Transportation industry.


Company Profile:

Our client has become a leader in servicing the transport industry by offering the TOTAL concept, from metal polishing & repairs to tanks, Bull bars & Bumpers, to designing and manufacturing high-quality prestige FUPS rated alloy Bull bars & Bumpers for Prime Movers.


The company have many years’ experiences in design, manufacture & metal polishing. They strive to continually improve their excellent finish by sourcing new methods and updating their systems. They are always open to suggestions and new design ideas to keep ahead of their competition whilst satisfying their customers'​ needs.


Their services encompass Fuel Tank Repairs, Modification, and conversions where possible. Their team of skilled welders not only excel at manufacturing new Bull bars and Bumpers, but also specialize in Minor and Major repairs, from mossing posts and bent channels to scratches and scuffs. They also sell accessories necessary for your Bull bars and Bumpers. They offer exceptionally quick turnaround times, on-site and off-site fitting and polishing, customization for any of your needs, and delivery Australia wide - they even freight to the Asia-Pacific!


Overall purpose and responsibilities of the role:

Reporting to the Production Scheduler, the Administrative Support needs to be able to work autonomously, but also follow direction with a high degree of reliability. While maintaining a remote presence in a virtual administrative capacity, the Admin Support will assist the Australian team with job scheduling and confirmation.


Duties and Responsibilities:

Main Duties

  • Help complete the standard procedure for job processing via Asana:

       1. Send first email asking for job confirmation & Purchase Order #.

       2. If confirmation is received = Move job into ‘Approvals’.

       3. If NO confirmation is received = Send second email, if still no confirmation is received, follow below two steps.

       4. Attempt a phone call to the main contact to confirm job & schedule.

       5. Send task/job back to the sales representative for them to follow up directly.

  • Attend meetings as required by the business.
  • Maintain filing and organization of jobs within Asana, ensuring the status of tasks are updated in a timely manner.
  • Maintain an email inbox - Receive & respond to emails from managers of AJ’s Total Truck Gear
  • Complete any other ad hoc tacks as instructed.



● (Approx. 10 Jobs per Day)

         1. Uses Asana to check new jobs for required   offline dates and then checks schedule availability to decide an estimated Due date.

         2. After the due date is set = Creates a duplicate of the job then put into the ‘Schedule Calendar’.

         3. Move job into next required section in Asana.


Confirmed Orders

● (Approx. 10 Jobs per Day)

         1. Once Manufacture confirmation is received from customer, duplicate copy is the taken from the Schedule and placed into the “Confirmed Schedule” at the next available date.

         2. The due date of the original job is adjusted accordingly.

         3. Then the job is moved to the next section in Asana.


Must-have Skills / Qualification:

Key Skills and Competencies:

  • Must be proficient with software platform Asana but working experience and proficiency with other work management tools such as, ClickUp, HubSpot, Miro, Notion, Wrike, Salesforce, Workzone, Jira, Trello, Scoro, Proofhub, and the like can be qualified as well.
  • Minimum 3-5 years of related experience.
  • Honest, hardworking, and responsive.
  • Professionally minded with a goal orientated attitude.
  • Exceptionally organized & able to follow directions.
  • Strong at completing administrative tasks in a timely manner.
  • A solid communicator (written & verbal) with the ability to speak directly with potential customers.
  • Able to complete work to a high degree of accuracy, to ensure minimal errors.


Job type: Permanent
Emp type: Monday to Friday, 7:30am to 4:30pm

Location: Remote/WFH

Industry: Truck Transportation
Expertise: Admin Support, Scheduling, Asana