SPECTRA POM IS HIRING!

Workshop Admin Officer

Spectra Industrial Limited - a Leader in Sales, Service and Hire of Forklifts, Gensets and Industrial Supplies, is seeking an organized, reliable and experienced individual to join our POM Branch Workshop team as Workshop Administration Officer, reporting to the Branch Manager.

Position Description

• Position Title: Workshop Admin Officer
• Company: Spectra Industrial
• Location: Port Moresby, Papua New Guinea
• Reports To: Branch Manager

Position Purpose

The Workshop Admin Officer is responsible for providing efficient administrative support to the workshop team, including customer service, job documentation, quotations, invoicing support, reporting, filing, staff coordination and timely communication with customers and internal departments. The role requires strong organization, accuracy, professionalism and the ability to manage priorities in a busy workshop environment.

Key Responsibilities

1. Customer Service & Workshop Administration

• Provide professional and responsive customer service to workshop clients and internal teams.
• Maintain accurate workshop records, job cards, files and service documentation.
• Receive, record and follow up customer enquiries, job requests and workshop updates in a timely manner.

2. Quotations, Invoicing & Job Documentation

• Assist with preparation of quotations, invoices and supporting documents for workshop jobs.
• Ensure job information, purchase orders, labour details and parts usage are recorded accurately.
• Work with Operations, Accounts and workshop staff to support timely billing and job closure.

3. Reporting, Scheduling & Follow Up

• Prepare and maintain workshop reports, including work-in-progress updates as required.
• Assist with scheduling, tracking and follow-up of workshop jobs to support completion deadlines.
• Communicate job status updates clearly to supervisors, customers and relevant departments.

4. Workshop Team Support

• Provide administrative support to workshop supervisors, technicians and operations staff.
• Assist with coordination of materials, job updates and communication between workshop and office teams.
• Support a safe, organized and efficient workshop administration process.

5. General Administration

• Maintain filing systems, registers, records and administrative documents accurately.
• Assist with data entry, correspondence, emails and document preparation as required.
• Prioritize daily tasks, work under pressure and meet prompt reporting deadlines.

Key Competencies & Skills

• Excellent interpersonal, written communication and customer service skills.
• Strong organizational ability, attention to detail and accuracy in record keeping.
• Ability to multitask, prioritize work and manage time efficiently.
• Able to work under pressure, meet deadlines and coordinate effectively across teams.
• Professional, proactive, reliable and well-motivated.

Qualifications & Experience

• Year 12 education or higher educational background.
• Previous experience in administration, workshop support, service coordination or a related role.
• Basic understanding of workshop operations, job documentation and customer service processes.
• Proficient computer skills, including Microsoft Office Suite: Word, Outlook and Excel.
• Minimum two years’ experience in administration, service, workshop or industrial environment is preferred.
• Experience in an equipment, mechanical, industrial or service environment is advantageous.

Interested in joining our Competitive, Responsive and Committed Team?

Send your updated resumes with contactable referees along with relevant supporting documents, to email: [email protected] with the position on the subject line.

Applications can also be hand delivered to our Port Moresby branch Office.

Attention: HR Recruitment Team

Spectra Industrial Ltd

P.O. Box 7528

Boroko, NCD

• Remuneration will be discussed during the interview.
• For all positions we require current and verifiable workplace referees to be provided. Any references and qualifications provided will be verified and checked should your application get to shortlist stage.

Note:

• Applications are open to PNG citizens only.
• Priority will be given to POM based applicants.
• Former applicants need not re-apply.
• Female applicants are encouraged to apply.
• Application closes on COB Thursday 12^th November
• Late applications will not be accepted.
• Only shortlisted applicants will be contacted.