WORKSHOP CLERK

Description

The purpose of this role is ensuring the smooth administrative functioning of the workshop or repair facility, supporting mechanics, managing inventory, and maintaining accurate records.

Key Duties & Responsibilities

• Maintain up-to-date and accurate records of vehicle maintenance, repairs, inspections, and parts inventory.

• Ensure work orders are correctly documented and filed, allowing for easy access and reference.

• Track inventory levels to ensure parts and supplies are always available without overstocking.

• Regularly audit inventory and maintain an organized system to prevent delays in repairs due to missing parts.

• Process and assign work orders promptly to ensure that vehicle repairs and maintenance are completed on schedule.

• Monitor work orders to ensure jobs are tracked from start to finish, minimizing any delays in the workflow.

• Provide clear, timely communication to customers, drivers, or other departments regarding the status of vehicles, repairs, and maintenance schedules.

• Respond to inquiries efficiently, helping ensure customer satisfaction and supporting internal communication with mechanics and management.

• Generate and process accurate workshop job vouchers for services and parts, ensuring that all transactions are correctly documented.

• Ensure that all records related to vehicle safety inspections, repairs, and compliance requirements (such as emissions or safety standards) are properly filed and maintained.

• Assist in preparing documentation for audits, regulatory inspections, or internal reviews.

• Help improve overall garage efficiency by streamlining administrative processes, such as work order creation, parts ordering, and scheduling.

• Identify and address any bottlenecks or inefficiencies in the clerical processes that could slow down garage operations.

• Maintain a friendly, professional demeanor when interacting with customers, drivers, and suppliers.

• Ensure that any customer complaints or issues are addressed promptly and escalated if necessary.

Requirements

• A minimum of Diploma in Business Administration, Accounting & Book keeping, Office Administration, Secretarial Studies, Records Management or any other related field.
• At least 2 years’ experience ensuring the smooth administrative functioning of a facility or office in logistical setting, managing inventory, and maintaining accurate records.

Others/Extra Details

• High level of honesty.
• Attention To detail
• Strong interpersonal skills.
• Willingness to work in any part of the country.
• Ability to work under pressure with minimum supervision.