Workshop Administrator

SUMMARY:
The role incl working with workshop documentation, job cards, purchase orders, service records

POSITION INFO:

The Workshop Administrator is responsible for providing administrative and operational support to the workshop, ensuring the efficient coordination of maintenance activities, accurate record keeping, and effective communication between technicians, suppliers, drivers, and management. The role ensures that all workshop documentation, job cards, purchase orders, service records, and compliance documentation are accurately maintained while supporting the day-to-day operations of the workshop.

Key Responsibilities

Workshop Administration

• Capture and maintain all workshop administration accurately and timeously.
• Open, update and close job cards on the workshop management system.
• Ensure all maintenance and repair records are correctly filed and stored.
• Maintain electronic and manual filing systems.
• Record vehicle service histories and maintenance schedules.
• Ensure all workshop documentation complies with company standards.

Job Card Management

• Create and issue job cards for repairs and scheduled maintenance.
• Allocate job cards to technicians as instructed by the Workshop Manager.
• Update job progress throughout the repair process.
• Ensure completed job cards contain all required documentation before closing.
• Verify labour hours, parts used and repair descriptions.

Vehicle Maintenance Administration

• Schedule preventative maintenance according to service intervals.
• Monitor vehicle licensing, roadworthy certificates and compliance requirements.
• Keep accurate maintenance histories for every fleet vehicle.
• Notify management of upcoming services and inspections.

Financial Administration

• Capture workshop expenses accurately.
• Reconcile supplier invoices with workshop documentation.
• Assist with monthly cost reports.
• Monitor workshop expenditure against approved budgets.
• Process quotations for approval.

Customer & Internal Communication

• Liaise with drivers regarding vehicle bookings.
• Coordinate repair bookings with external suppliers where required.
• Provide progress updates to management.
• Assist with customer service relating to workshop activities.
• Handle incoming workshop calls and enquiries professionally.

Compliance

• Ensure all workshop documentation complies with company policies.
• Maintain records required for audits.
• Assist with Health & Safety documentation.
• Ensure statutory inspection records remain current.
• Support compliance with Occupational Health and Safety legislation.

Reporting

Prepare regular reports including:

• Outstanding job cards
• Workshop productivity
• Vehicle downtime
• Parts usage
• Service schedules
• Supplier performance
• Monthly workshop administration reports

Minimum Requirements

Education

• Grade 12 (Matric)
• Administration or Business Administration qualification will be advantageous.

Experience

• Minimum 2–3 years' administration experience.
• Experience in a fleet workshop or automotive environment preferred.
• Experience working with workshop management systems.
• Experience in procurement administration is advantageous.