Fleet & Facilities Admin Assistant

About Us: HEQS Wholesale Group is a Smithfield NSW based wholesaler of home furniture and white goods appliances. We're looking for a reliable, detail-focused administrator to join our Fleet & Facilities team long-term.

About the Role:

This is a hands-on administrative support role keeping our vehicle fleet, warehouse assets and properties accurately recorded, compliant and running smoothly. You'll work alongside the Fleet & Facilities team and deal directly with suppliers and mechanics.

Key Responsibilities:

• Keep the fleet and asset registers accurate and up to date (vehicles, forklifts, tools, keys)
• Manage vehicle registrations, services, repairs and penalty/infringement nominations
• Contact suppliers and mechanics to obtain, compare and negotiate quotes
• File and track insurance documents and renewal dates for the fleet and properties
• Prepare vehicle condition reports and flag issues for follow-up
• Support property admin: lease/contract paperwork, maintenance requests
• General office admin: data entry, filing, scanning, calls and emails
• Allocate vehicles, keys and equipment to staff and keep accurate records

What We're Looking For:

• Australian work experience with good local knowledge (e.g. vehicle registration, compliance, dealing with local suppliers/mechanics). This role needs someone who understands how things work here — it is not suited to recent graduates without local work experience
• Permanent, unrestricted right to work in Australia (Australian citizen or permanent resident, or otherwise no time limit) — visa sponsorship is not available
• Experience in fleet, vehicle, asset or facilities/property administration is highly regarded (not essential — we train on our systems)
• Strong attention to detail and accuracy
• Good communication skills — confident dealing with suppliers and negotiating quotes
• Good computer skills (Microsoft Excel, Word, Outlook) and comfortable using AI tools to work efficiently
• Reliable, organised and looking for a stable, long-term role
• Current Australian driver's licence preferred

What We Offer:

• Full-time, on-site role based in Smithfield NSW, Monday to Friday
• Training on our systems, supervision and support
• A supportive, team-based environment and a long-term career in facilities/fleet administration

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