About Us
Polyaire is a leading wholesale distributor of air conditioning products, established in 1973, our head office is in Adelaide with over 30 branches across Australia and over 50 years of experience. We lead the market by offering sustainable, cutting-edge AirTouch solutions that continue to revolutionise comfort in homes and businesses.

At Polyaire our values shape how we work, we are all in, work smart, getting it done and cool service with a warm smile are at the forefront of all we do. Our customers and suppliers are treated like valued partners which means working closely and openly towards sustainable solutions. Having these values as an integral part of our business has made Polyaire the preferred supplier in providing comfort to Australia.

About the role

Join us as an Administration Assistant (Fleet, Property & Finance). Reporting to the National Property & Fleet Manager, and a dotted line to the Financial Controller, you will play a key role behind the scenes, keeping our national fleet compliant, our properties running smoothly, and our finance processes on track.

From managing vehicle compliance (rego, insurance, servicing) to handling invoices, prepayments, asset tracking, and ERP updates, you’ll play a vital role in keeping everything accurate, compliant, and running smoothly.

Working closely with teams across Finance, Operations, HR, and Supply Chain, you’ll also help coordinate property and lease documentation while liaising with external providers and regulators.

If you’re highly organised, detail-driven, and thrive in a fast-paced, collaborative environment—this is your chance to make a real impact.

What does my day to day look like?

• Regularly review the Registration and CTP schedule on our database and ensure all vehicle registrations and CTP insurances are paid upon the registration window

• Coordinate with the Operations team for inspection of vehicles where required and follow up to ensure inspections are completed in time to renew registrations.

• Assist with interstate vehicle registration transfers and plate changes as required.

• Lodge all vehicle incident claims promptly with the insurance broker and copy in relevant internal stakeholders, gather required documentation, and maintain a clear record of all claims, correspondence, and outcomes on the database.

• Maintain insurance registers for all new vehicles and disposals, ensuring all changes are updated with our insurance broker

• Allocate traffic or parking infringements to the responsible driver, complete and submit online nominations

• Assist in issuing, varying, cancelling, or transferring fuel cards and ensure accurate and timely updates of records, reporting irregularities where necessary.

• Order toll tags, update toll account records, and ensure all allocations are accurately recorded and maintained.

• Scan and file all fleet-related documents, ensuring clear labelling by vehicle registration number, date, and driver (if applicable)

• Assist the National Property and Fleet Manager with facilities maintenance requests and maintain a register of property issues

• Support Finance team with administrative tasks including reconciling corporate credit card statements, distributing monthly statements, support Accounts Payable data entry, maintaining prepayments schedules, and assist with invoice processing.

What you will bring to the role:

• Proven experience in administrative support. Experience in fleet, finance, or lease coordination is desirable but not essential.
• High attention to detail and strong organisational skills.
• Excellent verbal and written communication.
• Proficiency in Microsoft Office Suite and SharePoint.
• Ability to prioritise multiple tasks and deadlines effectively.
• A proactive and professional approach to problem-solving.
• Ability to read and interpret commercial lease documents, with an understanding of tenant and landlord facility obligations.  

Why join us?

• Competitive salary package with 
• Ongoing training and career development
• A national brand 
• The opportunity to work with cutting-edge smart home solutions
• Great work life balance – no weekend, late nights or shift work required
• Opportunities for professional growth and development
• Employee Assistance Program
• Access to Flare - exclusive employee perks & everyday discounts from Australia’s leading retailers 
• Access to our Workplace Banking and Financial Wellbeing Program 
• Free annual flu vaccinations

​​​Please note you must be an Australian citizen or permanent resident at the time of submitting your application.