Swan Automotive Services Pty Ltd Secretary (Secretary (General) – ANZSCO: 521211) Full-time/Permanent $75,000 - $82,000 (salary will be commensurate to qualifications and experience) Key Duties and Responsibilities Provide dedicated secretarial and executive administrative support to the Director and Business Manager in relation to the business’s premium tyre fitting and automotive servicing operations. Manage and coordinate the diaries, appointments and meeting schedules of the Director and Business Manager, including client consultations, supplier meetings and operational planning sessions. Act as a primary administrative liaison for high-value private clients, prestige vehicle owners and corporate fleet account representatives, ensuring professional and timely communication. Draft, prepare and proofread business correspondence, client communications, service proposals, quotations, reports and confidential internal documents on behalf of management. Screen and prioritise incoming telephone calls, emails and correspondence directed to senior management, responding independently where appropriate. Coordinate communication between management, workshop supervisors, tyre technicians and front-of-house staff to facilitate smooth servicing of the business’s large client base. Maintain accurate and confidential records of corporate client accounts, supplier agreements, service contracts, warranties and management documentation. Prepare agendas, take minutes and distribute action items for management, supplier and operational meetings. Assist management with administration of key corporate and fleet client relationships, including preparation of account documentation, service schedules and client correspondence. Liaise with suppliers, prestige vehicle dealerships, fleet operators and external service providers regarding bookings, supply arrangements and service coordination. Prepare operational and management reports relating to client servicing, booking trends, supplier arrangements and workshop performance for review by senior management. Coordinate follow-up communications with key clients regarding bookings, service reminders, account matters and customer service enquiries. Maintain registers and records relating to business licences, insurance, compliance documentation and service agreements. Manage confidential personnel, payroll and HR-related records as directed by senior management. Ensure all administrative and secretarial systems are maintained to a professional standard consistent with servicing a premium client market. Skills and Experience Required AQF Certificate III including at least two years of on-the-job training, or AQF Certificate IV. Higher qualifications will be viewed favourably. A minimum of three years of relevant experience may substitute for the formal qualifications. Candidates with relevant qualifications must demonstrated at least 1 year of relevant secretarial/administrative experience in a commercial or trade-based environment. Strong organisational and document management skills. High-level written and verbal communication ability. Strong proficiency in Microsoft Office and business administration software. Ability to maintain confidentiality and exercise discretion. Capacity to work effectively in a fast-paced workshop/retail business environment.
