Workshop Operations Admin Coordinator

SPECTRA POM IS HIRING!

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

Position Description

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

Position Purpose

The Workshop Operations Admin Coordinator is responsible for supporting the effective administration and coordination of workshop operations, including customer service, client reporting, quotations, invoicing, work-in-progress reporting, staff coordination, and timely communication across teams. The role requires strong organization, accuracy, customer focus, and the ability to meet prompt deadlines in a busy workshop environment.

Key Responsibilities

1. Customer Service & Client Reporting

• Provide professional and responsive service to external workshop customers.
• Prepare and distribute weekly reports for external clients.
• Ensure customer enquiries and requests are followed up accurately and on time.

2. Quotations, Invoicing & Accounts Support

• Prepare quotations and invoicing for External Service, Engineering, Hydraulics and Machining jobs.
• Support accurate billing, job documentation, and revenue capture.
• Assist the Accounts Receivable team with external debt collection follow-ups.

3. Work in Progress Reporting

• Prepare monthly reports for Management, including WIP (Work in Progress) updates.
• Monitor job progress and maintain accurate workshop records.
• Follow up outstanding job information to support timely reporting.

4. Workshop Staff Coordination

• Coordinate staff allocation and communication for both external and internal workshop jobs.
• Liaise with workshop, operations, accounts, and customer service teams.
• Support the smooth coordination of workshop activities to meet deadlines.

5. Workshop Operations Administration

• Coordinate workshop operations professionally and efficiently.
• Maintain accurate documentation, job files, and internal records.
• Prioritize tasks under pressure and ensure prompt deadline management.

Key Competencies & Skills

• Excellent interpersonal, written communication, customer care and negotiation skills.
• Strong organizational ability with attention to detail and accuracy.
• Ability to multitask, prioritize work and manage time efficiently.
• Able to work under pressure, meet deadlines and coordinate across teams.
• Customer-focused, proactive and well-motivated.

Qualifications & Experience

• Year 12 education or higher educational background.
• Broad knowledge of workshop operations and scheduling.
• Solid knowledge and understanding of workshop service policies, procedures and systems.
• Proficient computer skills, including Microsoft Office Suite: Word, PowerPoint, Outlook and Excel.
• Minimum two years’ previous experience as a Workshop Service Coordinator, Fleet Coordinator, Workshop Administrator or related position.
• Experience in an industrial, workshop, service or equipment 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 Monday 07^th September 2026.
• Late applications will not be accepted.
• Only shortlisted applicants will be contacted.