Administration Assistant & Booking Agent

THE TONY WHITE GROUP:

With over $4 billion in annual turnover and 3,000 people across 130 sites, the Tony White Group (TWG) is the largest privately-owned automotive retail group in Australia. We’re led by an experienced and agile executive team who recognise that great people are key to our continuing success and growth. For more information, visit www.tonywhitegroup.com.au.

ABOUT THE ROLE:

As part of the Tony White Group, CarBuyers is looking for an organised, confident and proactive Administrative Assistant & Booking Agent to join our team in Port Melbourne.

This is a fast-paced role combining customer service, appointment scheduling and general administration. You will be responsible for coordinating vehicle inspection bookings, communicating with customers and mechanics, maintaining accurate records and supporting the day-to-day operations of the business.

We are looking for someone who is organised, comfortable speaking with customers over the phone and able to manage multiple priorities throughout the day.

RESPONSIBILITIES:

• Manage incoming and outgoing calls, emails and enquiries relating to vehicle inspection bookings.

• Arrange, confirm and reschedule appointments, coordinating booking times between customers and mechanics.

• Manage the daily booking calendar, allocate appointments efficiently and follow up outstanding or unconfirmed bookings.

• Provide customers with relevant appointment information and communicate booking changes or updates promptly and accurately.

• Maintain accurate and up-to-date customer, vehicle and booking information across our CRM and internal systems.

• Assist with the preparation and completion of vehicle inspection reports, ensuring information is accurate and complete.

• Assist with daily booking summaries, operational reporting and general administrative tasks.

• Work closely with mechanics, booking staff and other departments to ensure inspections run smoothly.

• Provide general administrative support to the wider team and assist during busy periods.

• Identify opportunities to improve booking and administrative processes.

• Contribute to a positive, professional and fast-moving team environment.
  

ABOUT YOU:

• Previous experience in administration, customer service, bookings, scheduling or a similar role.

• Strong phone and written communication skills, with confidence dealing with customers.

• Excellent organisation, time management and attention to detail.

• The ability to manage multiple bookings, tasks and priorities while maintaining accuracy.

• Experience using Microsoft Office, including Outlook, Word and Excel.

• Experience with a CRM, booking platform or similar system is highly regarded.

• The ability to work independently while contributing positively to a team.

• A proactive attitude, willingness to learn and a solutions-focused approach.

• Automotive industry experience is advantageous, but not essential.
  

BENEFITS:

• Positive, supportive and collaborative workplace culture where teamwork, respect and strong working relationships are valued.

• Opportunities for career development and progression across the wider Tony White Group.

• Ongoing on-the-job learning, training and mentoring.

• Work alongside an experienced team in a fast-paced and supportive environment.

• Exclusive employee discounts and benefits through Flare.

• Access to Fitness Passport, providing discounted fitness memberships.
  

PLEASE NOTE:

• We conduct reference checking, pre-employment medicals & AFP Criminal record checks

• Applicants who do not have the required skills and/or experience will not be considered

• Applicants must be physically in Australia and must have full Australian working rights

• We are an equal opportunity employer, supporting gender equality, and workplace diversity

• Only shortlisted applicants will be contacted

If you’re organised, enthusiastic, and confident in your administrative abilities, we’d love to hear from you. Please apply with your resume and a covering letter via this SEEK ad.