Simpro Administrator (Pumping Systems) | AU Client | WFH

Staff Domain

3d • Remote

About The Position

This role runs the day-to-day SIMPRO workload for the Service and Production teams and acts as the company's SIMPRO champion. The administrator keeps service jobs scheduled, costed, invoiced and stocked, supports the Production Manager with Inspection and Test Plans (ITPs) and stock allocation, and ensures SIMPRO data is clean, consistent, and well-utilized across the business. Accurate SIMPRO data is crucial for cash flow, WIP reporting, and customer confidence, allowing Service and Production Managers to focus on customers, crews, and the workshop.

Requirements

• At least 3 years’ hands-on SIMPRO experience across jobs, scheduling, stock, and invoicing (or a comparable job costing system in a trades, engineering, or manufacturing business).
• Administration, service coordination, or production support experience.
• Strong attention to detail and data discipline.
• Excellent written English and confident communication with Australian managers and customers.
• Confident with Microsoft 365, especially Excel and Outlook.
• Able to work independently across time zones, with reliable internet and a suitable remote work set-up.

Nice To Haves

• SIMPRO training or certification.
• ITP, quality documentation, or ISO 9001 familiarity.
• Stock control and bill of materials experience.
• Smartsheet or SIMPRO report building.
• Experience writing procedures or training others.

Responsibilities

• Create and update service jobs and quotes, allocate technicians on the SIMPRO schedule and issue job details and changes to field staff and customers.
• Check that labour, materials, plant, and subcontractor costs are on the correct job and cost centre; prepare progress, completion, and recurring maintenance invoices and credit notes; chase missing paperwork so jobs are billed promptly.
• Allocate stock and purchase orders to service jobs, check availability across locations, raise requests for short items, and receive goods against the right job.
• Close out completed jobs with service reports and photos attached; produce regular reports on jobs scheduled, unbilled work, overdue jobs, and maintenance due.
• Prepare, issue, and version-control ITPs for production jobs from QMAX templates; file completed and signed ITPs with the job record.
• Chase and file test results, inspection sign-offs, material certificates, and non-conformance records so each job’s documentation pack is complete before dispatch.
• Allocate stock and purchase orders to production jobs against the bill of materials and flag shortages early; create and maintain production jobs, sections, and cost centres.
• Produce production reports on jobs in progress, stock allocations, outstanding purchase orders, and jobs ready to dispatch or invoice.
• Act as the first point of contact for SIMPRO questions from Service, Production, Projects, and Accounts; coach users and drive consistent use of the system.
• Maintain master data (customers, sites, suppliers, catalogue, pricing, stock locations, cost centres, job templates, employees) and fix duplicates, errors, and inactive records.
• Maintain forms, quote and invoice templates, checklists, custom fields, and user permissions; recommend workflow and automation improvements.
• Run regular data-quality checks (jobs without cost centres, negative stock, unreconciled POs, aged open jobs) and correct or escalate findings.
• Write and maintain how-to guides and training for new starters; build and maintain SIMPRO reports and dashboards; support month-end WIP and invoicing cut-off with Accounts.
• Liaise with SIMPRO support on faults and upgrades and keep an issue and improvement log, reporting progress monthly.

Benefits

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents).
• Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary).
• Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed