About Garage Apex

Garage Apex is a well-established and fast-growing automotive business based in Epping, Victoria. We’ve been in the industry for over 20 years and operate across several areas of the car business — we buy and sell cars, we source and import vehicles directly from Japan for customers, and we run a mechanical workshop that handles everything from routine servicing to full reconditioning.

We have a team of 20+ people across our Epping sites, including local staff, overseas sourcing agents in Japan, and a stock admin team. The business has grown significantly over the past year and we’re continuing to invest in our team, our processes, and our systems to keep up with that growth.

We’re a down-to-earth, hardworking crew and we take pride in doing things properly. If you’re someone who likes to be busy, takes ownership of their work, and enjoys being part of a team that’s genuinely going somewhere — you’ll fit right in.

The Role

This is a full-time Compliance Administration and Reception role based at our main site on Miller Street, Epping. You’ll be a central part of our compliance and operations team — the person who keeps the admin side of our vehicle processing running smoothly while also being the friendly first point of contact for customers and visitors walking through our door.

Our compliance team processes a high volume of imported vehicles every month. Each vehicle goes through a defined process — from arrival at our site, through inspection, paperwork, approvals, and finally handover to the customer. Your job is to support the Compliance Manager with the admin behind that process: keeping records up to date, coordinating with other teams, communicating with customers, and making sure every job is properly documented and moving forward.

At the same time, you’ll be the face of the front desk — handling inbound calls, greeting visitors, directing enquiries, and generally making sure people feel looked after when they contact us or come in.

This isn’t a sit-back-and-wait kind of role. Things move fast here and we need someone who can keep pace, spot things that need following up, and take initiative without needing to be told every step.

What You’ll Be Doing

Reception & Customer Contact

• Be the first point of contact for customers visiting or calling our Miller Street site

• Handle inbound phone and email enquiries, directing them to the right person or responding directly where you can

• Greet visitors professionally and ensure they’re looked after

• Proactively contact customers at key points in the process — letting them know their vehicle has arrived, when it’s ready for pickup, and what they need to bring

• Coordinate vehicle pickup appointments and prepare any handover documents needed

• Follow up on outstanding items with customers when needed — paperwork, payments, bookings

Administration & Job Coordination

• Keep job records accurate and up to date in our internal systems as each vehicle progresses through the process

• Prepare, organise, and file documentation for each vehicle job, making sure paperwork is complete and easy to find

• Liaise with the compliance team, workshop, and sales staff to make sure jobs are moving and nothing is held up

• Book workshop appointments for vehicles that need mechanical work or inspections before handover

• Monitor job stages and flag anything that’s overdue, missing information, or needs attention

• Assist with coordinating between teams when a vehicle is ready to move from one stage to the next

Records, Invoicing & Systems

• Maintain accurate and complete records in our CRM system and across Google Workspace (Gmail, Drive, Sheets, Calendar)

• Assist the bookkeeper by cross-checking that completed jobs have been correctly invoiced — flagging anything that looks like it’s been missed

• Help with data entry, filing, and keeping shared documents and folders organised

• Support the team as we continue to roll out and improve our internal systems and processes
  

Who We’re Looking For

We’re not necessarily looking for someone with a background specifically in automotive. What matters more is that you’re highly organised, a clear communicator, and someone who genuinely takes pride in getting things done properly. The right person for this role is someone who can manage a busy workload without dropping the ball, keeps their cool under pressure, and knows how to deal with customers in a professional and friendly way.

You’ll Need

• Strong organisational skills — you can manage multiple jobs and priorities at once without things slipping

• Clear and professional communication, both written and over the phone — you’re easy to deal with and represent the business well

• Confidence with technology — you’re comfortable picking up new software and working across tools like Google Workspace, CRM systems, and general office platforms

• High attention to detail — accuracy in records and documentation really matters in this role

• A proactive, self-starter attitude — you spot what needs doing and get on with it

• Reliability and punctuality — the team depends on you being there and on top of things

• A professional, well-presented manner for front-desk customer interactions
  

It’s a Bonus If You Have

• Previous experience in a reception or admin role, particularly in a high-volume or fast-paced environment

• Experience in automotive, logistics, trade services, or any industry where jobs are tracked through a defined process

• Familiarity with CRM software or invoicing tools (e.g. Xero, HubSpot, or similar)

• Experience dealing with customers about time-sensitive processes or coordinating between multiple teams
  

What We Offer

• A full-time permanent role with a stable and growing business that’s been operating for over 20 years

• Monday to Friday hours — no weekends

• A team environment that’s supportive, down-to-earth, and genuinely collaborative

• Plenty of variety — you’ll be across different parts of the business every single day

• Real opportunity to grow your role as the business expands — we promote from within where we can

• A chance to be part of a business that’s actively improving how it operates, and where your contribution genuinely makes a difference
  

How to Apply

If this sounds like the right fit, we’d love to hear from you. Send us your CV along with a short cover letter telling us a bit about your background and why this role appeals to you. We don’t need anything lengthy — just enough to get a sense of who you are and what you’ve been up to.

We review applications as they come in and will be in touch promptly if we’d like to move forward. Apply via Seek only. No agencies please.