Position Title: Electrical Engineering & Administration Support Officer
Company: GridServe Pty Ltd (Australia)
Reports To: CEO & Managing Director
Location: Remote
Employment Type: Full-time
Position Summary
The Electrical Engineering & Administration Support Officer provides high-level administrative, coordination, and documentation support across Sales, Engineering, Field Services, Logistics, and Accounting departments at GridServe Pty Ltd.
This role plays a key part in ensuring smooth workflow across multiple business units by managing documentation, supporting customer service and sales processes, coordinating field and project activities, assisting with procurement and logistics, and maintaining effective communication with internal and external stakeholders.
Key Responsibilities1. Sales Administration Support
- Assist the Sales team with quote preparation, proposals, tender documentation, and customer correspondence.
- Maintain CRM records, sales dashboards, and lead tracking.
- Coordinate customer follow-ups, product information requests, and service enquiries.
- Support preparation of marketing materials and sales presentations.
2. Engineering Administration Support
- Provide day-to-day administrative assistance to engineering staff and project teams.
- Assist with scheduling, meeting coordination, site visit organisation, and documentation.
- Prepare engineering reports, meeting minutes, and technical correspondence.
3. Field Services Coordination
- Schedule field service technicians and coordinate service jobs and site visits.
- Maintain service logs, job sheets, safety documentation, and compliance records.
- Liaise with clients regarding service scheduling, access, and updates.
4. Logistics & Procurement Support
- Coordinate freight, deliveries, stock movement, and dispatch activities.
- Maintain inventory records, stock registers, equipment allocation, and logistics documentation.
- Liaise with suppliers to obtain quotes, confirm delivery dates, and manage purchase orders.
5. Accounting & Finance Administration
- Raise purchase orders, process supplier invoices, and track job costs.
- Assist with project expenditure tracking, timesheet collection, and basic financial reporting.
- Support reconciliations and document preparation for the Accounting team.
6. Document Control & Records Management
- Maintain accurate documentation across sales, engineering, service, logistics, and finance functions.
- Ensure digital and physical filing systems meet audit, compliance, and ISO standards.
- Manage version control, distribution, and tracking of updated documents.
7. Communication & Stakeholder Support
- Act as the first point of contact for operational, service, and sales enquiries.
- Liaise with customers, internal teams, technicians, suppliers, utilities, councils, and contractors.
- Assist with the preparation of customer notifications, project updates, and internal communications.
8. Compliance, Safety & Quality Support
- Maintain WHS documentation, safety records, inductions, and training logs.
- Assist in preparing quality and compliance reports.
- Support internal audits across multiple departments.
Key Skills & Competencies
- Strong organisational and time-management skills.
- Excellent written and verbal communication.
- High attention to detail and accuracy.
- Ability to manage multiple priorities across several departments.
- Strong stakeholder, customer service, and relationship-building skills.
- Proficiency with Microsoft Office, CRM systems, and document-management platforms.
- Ability to understand basic technical terminology or drawings (advantageous).
Qualifications & Experience
- Engineering, Science, Certificate or Diploma in Business Administration, Sales Support, Operations Support, or related field (desired but not essential).
- Experience in sales operations, engineering support, logistics, field services, or accounting environments preferred.
- Experience with ERP, CRM, procurement or document-control systems desirable.
Work Environment
- Remote role within Australia, with occasional travel to customer sites or project locations as required.
- Supports multiple departments and concurrent workflows.
Performance Indicators
- Accuracy and timeliness of sales, service, and operational documentation.
- Efficiency of scheduling, coordination, and stakeholder communication.
- Compliance with internal processes, safety standards, and ISO documentation.
- Contribution to overall workflow, customer service quality, and business efficiency.
