Technical Records Administrator

As our Technical Records Administrator, you will play a critical role in supporting aircraft maintenance operations by managing purchasing activities, preparing customer quotations and invoices, maintaining operational records, and providing administrative support across the business.

You will work closely with engineers, customers, suppliers, and internal stakeholders to ensure projects are delivered efficiently and all documentation is completed accurately and on time.

This position will remain in close communication with Engineers and the Sales department.

About the Role

As our Technical Records Administrator, you will play a critical role in supporting aircraft maintenance operations by managing purchasing activities, preparing customer quotations and invoices, maintaining operational records, and providing administrative support across the business.

You will work closely with engineers, customers, suppliers, and internal stakeholders to ensure projects are delivered efficiently and all documentation is completed accurately and on time.

This position will remain in close communication with Engineers and the Sales department.

Key Responsibilities

• Quoting & Invoicing
• Prepare quotations, purchase orders, and invoices for aircraft maintenance activities and projects.
• Ensure accurate and timely processing of customer documentation.
• Purchasing & Procurement
• Manage purchasing requirements for line maintenance and aircraft projects.
• Source aircraft parts and materials from approved suppliers and vendors.
• Monitor purchase orders, supplier performance, and delivery timeframes.
• Follow up outstanding orders and communicate delivery delays or supply issues where required.
• Liaise with engineers and operational staff regarding purchasing requirements.
• Administration & Reporting
• Maintain accurate job-tracking records and provide project status updates.
• Ensure maintenance and project documentation is completed, scanned, linked, and filed within required timeframes.
• Prepare reports and administrative documentation as required.
• Data Entry & Systems Management
• Perform accurate data entry and record maintenance within Aerotrack.
• Maintain inventory, shipment, subcontractor, and component tracking records.
• Support ongoing system improvements and data integrity initiatives.
• Customer & Stakeholder Communication
• Liaise professionally with customers, suppliers, and internal teams via phone and email.
• Respond to enquiries and assist in resolving day-to‑day administrative and operational matters.
• Coordinate the flow of warranty claims in communication with the Sales department.
• Maintain strong and frequent communication across departments to support workflow efficiency.
• General Duties
• Assist with training activities as required.
• Support process improvement initiatives and system clean‑up projects. Adhere to company Safety Management System (SMS) and Quality Management System (QMS) requirements.
• Undertake other duties within your skills and experience as reasonably directed by management.

About You

To be successful in this role, you will demonstrate

• Previous experience in administration, project coordination, purchasing, or a similar support role.
• Strong organisational skills and the ability to manage multiple tasks simultaneously.
• Positive attitude and a willingness to learn.
• High attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• Strong computer literacy and confidence working across multiple systems.
• Ability to build positive working relationships with customers, suppliers, and internal teams.
• Experience within aviation and using Aerotrack software will be highly regarded.
• Passion for aviation is highly desirable.

Why Join Us?

• Work within a dynamic aviation maintenance environment.
• Be part of a supportive and experienced team.
• Diverse role with exposure to aircraft projects and operational activities.
• Opportunity to contribute to process improvements and business growth.
• Gold Coast Airport location.

If you're an organised technical administrator who enjoys supporting technical teams and helping projects run smoothly from start to finish, we'd love to hear from you.

Please note: Due to workplace & industry safety requirements, the successful candidate must pass pre‑employment alcohol and drug screening.

Ongoing testing may be conducted in accordance with company policy and relevant regulations.

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