Parts & Overhaul Administrator

At Alstom, we understand transport networks and what moves people. From high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the industry. Every day, 80,000 colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.

Your future role

Based in our Melbourne CBD office and reporting to the Parts & Overhauls Manager, this exciting opportunity will see you supporting our growing ANZ Parts and Overhauls team. You’ll play a key part in keeping our day-to-day activities running smoothly while driving short-cycle sales and delivering exceptional service outcomes. In this dynamic position, you’ll manage end-to-end administrative processes—from parts quoting and order management through to delivery, invoicing, and issue resolution. Using tools such as GSI, you’ll ensure transactions are processed accurately and efficiently, while also supporting the business with reporting and data insights. If you enjoy working with data, solving problems, and being at the heart of commercial operations, this role offers the perfect opportunity to make a real impact.

We’ll look to you for:

• Taking the lead in raising vendor enquiries and Requests for Quotes (RFQs), ensuring timely and competitive responses.
• Building strong relationships with vendors, proactively engaging and following up to keep activities moving and opportunities progressing.
• Coordinating and manage incoming vendor communications, ensuring requests are handled efficiently and accurately.
• Preparing, reviewing, and processing sales quotes and orders, supporting the conversion of opportunities into successful outcomes.
• Supporting end-to-end purchase order management, ensuring accuracy and alignment with business needs.
• Monitoring parts availability and delivery timelines, proactively following up to ensure we deliver on time and in full to our customers.
• Managing stock receipts and ensure inventory records are accurate and up to date.
• Coordinating freight bookings to ensure timely and cost-effective delivery to customers.
• Supporting the customer invoicing process from start to finish, including assisting with cash collection where required.
• Providing day-to-day operational and administrative support to the Short Cycle Sales Manager, contributing to overall team success.

All about you

We value passion and attitude over experience. That’s why we don’t expect you to have every single skill. Instead, we’ve listed some that we think will help you succeed and grow in this role: 

• A confident and engaging communicator, with the ability to build strong relationships and collaborate effectively across all levels of the business.
• A proactive and driven individual who is eager to learn, grow, and continuously develop their skills.
• A motivated self-starter who thrives working autonomously and takes initiative to get things done.
• Digitally savvy, with strong systems capability and experience using SAP will be highly regarded.

Things you’ll enjoy

Join us on a life-long transformative journey – the rail industry is here to stay, so you can grow and develop new skills and experiences throughout your career. You’ll also enjoy:

• Receiving generous parental leave – 18 weeks fully paid.
• Having access to a free corporate gym membership.

• Purchased annual leave and novated leasing schemes.
• Independent and confidential wellbeing support for you and your family.
• Our investment in your development, through award-winning learning.
• A competitive package that recognises your performance and potential.

You don’t need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family, you’ll be proud. If you’re up for the challenge, we’d love to hear from you!

Important to note

As a global business, we’re an equal-opportunity employer that celebrates diversity across the 70+ countries we operate in. We’re committed to creating an inclusive workplace for everyone.

An agile, inclusive and responsible culture is the foundation of our company where diverse people are offered excellent opportunities to grow, learn and advance in their careers. We are committed to encouraging our employees to reach their full potential, while valuing and respecting them as individuals. We are an equal opportunity employer and strongly encourage women, Aboriginal and Torres Strait Islander, people with disability and other minority groups to apply.

We recognise that embracing flexibility & inclusivity is the smarter way of working. Please speak with us about your individual needs or if any workplace adjustments are required. If you require any adjustments to the recruitment process please email: hr.accessibility@alstomgroup.com.

For internal applicants, please ensure you confirm your eligibility to apply with your Supervisor and relevant Human Resources representative prior to submitting an application.