Description
The Workshop Administrator is responsible for providing administrative and operational support to ensure the smooth and efficient running of the mechanic workshop.
This role involves managing customer bookings, handling job cards, tracking inventory, maintaining records, and ensuring excellent communication between mechanics, clients, and management.
Key Responsibilities
Administrative Support:
Handle workshop correspondence, emails, and phone inquiries professionally.
Prepare, process, and maintain job cards, work orders, and service reports.
Assist in preparing quotes, invoices, and purchase orders.
Maintain accurate workshop records, including customer details, vehicle history, and maintenance logs.
Customer Service & Coordination:
Greet and assist customers, schedule vehicle repairs and services.
Provide clients with estimated timelines and keep them updated on progress.
Address customer inquiries, complaints, and feedback promptly and professionally.
Scheduling & Workflow Management:
Organize and prioritize daily workshop tasks to optimize efficiency.
Coordinate bookings and allocate jobs to mechanics based on their expertise and availability.
Monitor job progress to ensure timely completion and adherence to schedules.
Inventory & Procurement Management:
Monitor stock levels of spare parts, tools, and consumables.
Place orders for supplies and ensure timely delivery from suppliers.
Maintain accurate inventory records and reconcile discrepancies.
Financial & Documentation Management:
Prepare and process invoices, quotes, and receipts accurately.
Reconcile payments, handle petty cash, and maintain financial records.
Maintain compliance with safety, environmental, and regulatory requirements.
Workshop Maintenance & Compliance:
Ensure workshop cleanliness, organization, and adherence to safety protocols.
Assist in developing and implementing workshop policies and procedures.
Qualifications & Skills
Proven experience in workshop administration or a similar role in a mechanical environment.
Excellent organizational and time-management skills.
Strong communication and customer service abilities.
Proficiency in MS Office Suite (Word, Excel, Outlook).
Familiarity with vehicle parts, tools, and maintenance processes.
Ability to multitask, prioritize tasks, and work under pressure.
Attention to detail and problem-solving skills.
Apply via :
docs.google.com