Administration Assistant

ohnson Controls, a global leader in thermal management, mission-critical building systems, energy efficiency, and decarbonization, helps customers use energy more productively, reduce carbon emissions, and operate with the precision and resilience required in rapidly expanding industries such as data centers, healthcare, pharmaceuticals, advanced manufacturing, and higher education.

For more than 140 years, Johnson Controls has delivered performance where it really matters. Backed by advanced technology, lifecycle services and an industry-leading field organization, we elevate customer performance, turn goals into real-world results and help move society forward.

Gordon Brothers Industries (GBI) is Australia’s largest industrial refrigeration company. With offices across all mainland states, we deliver complete end to end industrial refrigeration solutions—including design, construction, and comprehensive servicing—for clients across industries such as mining, chemical processing, food, and beverage.

About this opportunity:

GBI is seeking a dedicated and enthusiastic Administration Assistant to join our Melbourne team. This is an exciting opportunity to be part of a supportive group with genuine career development prospects.

Key Responsibilities

Provide administrative support to the service department, including service technicians.

Answer incoming phone calls and assist with enquiries.

Create and raise service job requests.

Prepare and issue customer invoices on a regular basis.

Complete accurate timecard data entry.

Reconcile BOC accounts and follow up on gas bottle status.

Generate purchase orders for service technicians and engineers.

Provide backup support to service administrators and main reception when required.

Contribute to the continuous improvement of internal systems and administrative processes.

Develop Pronto Service “Training Module” documentation.

Maintain licence and training records, equipment maintenance logs, and ARCTICK licence documentation.

Collate supporting documentation such as service reports and maintenance sheets.

Maintain filing systems and records for the Melbourne office.

Request customer purchase orders before sending information to accounts.

Communicate cost estimates to customers to obtain purchase orders prior to invoicing.

Receipt purchase orders into the system.

Process goods returns in Pronto (supplier credits).

Assist in managing the Work in Progress (WIP) report.

Raise picking slips from the GBI store in Pronto.

Issue stock from the Pronto inventory warehouse to jobs.

About You

You will thrive in this role if you bring:

Previous administration experience in a similar position

Strong customer service skills and a service oriented mindset

A collaborative, team-focused approach

Proficiency with MS Office

Excellent written and verbal communication skills

Professionalism, initiative, and proactiveness

Strong time management and prioritisation abilities

The ability to build positive relationships with both employees and customers

Multitasking capability and confidence meeting deadlines

A self motivated attitude and eagerness to learn

Only applicants with current working rights in Australia will be considered.

What We Offer

This is an excellent opportunity for an Administration Assistant looking to grow and develop within a leading organisation. We offer diverse on the job learning opportunities and a competitive remuneration package. If you take pride in high quality work and are passionate about contributing to a growing team, we encourage you to apply.

Application Process

If you believe you have the skills and attributes we’re looking for and are ready to take the next step in your career, please submit your resume and a cover letter.