WORKSHOP ADMINISTRATOR - UAE

Aertssen Machinery Services ltd; United Arab Emirates; On-site; AED 60,000 - 90,000; Full time

Job summary

Aertssen Machinery Services in the UAE seeks a highly organized Workshop Administrator to support maintenance activities, coordinate documentation, and ensure compliance with company procedures. The successful candidate will act as a communication link between workshop, operations, suppliers, and management.

Key duties include maintaining maintenance records, inventory control, and generating regular reports for cost and performance.

Qualifications

• Minimum 3–5 years of experience in a workshop administration, maintenance administration, or related role within heavy equipment or construction sectors.
• Experience in maintaining maintenance records, spare parts inventories, and workshop documentation.
• Strong communication and coordination skills with the ability to work with multiple departments and external suppliers.
• Ability to prepare reports, maintain accurate records, and handle confidential information professionally.
• Knowledge of heavy equipment maintenance processes and workshop operations is preferred.

Responsibilities

• Workshop Operations & Planning: prepare equipment maintenance, repairs, inspections, and servicing activities.
• Maintenance records & documentation: maintain service history, reports, checklists, and warranty docs; file and access records.
• Spare parts & inventory control: monitor stock levels, raise purchase requests, coordinate with suppliers.
• Reporting & cost control: assist in cost estimates, generate workshop performance reports, monitor downtime and resource use.

Skills

Communication

Coordination

Record keeping

Reporting

Budget awareness

Job description

Company Presentation
Aertssen Machinery Services is proudly part of the Aertssen Group, a family-owned company based in Belgium with over 60 years of history. Over the past 15 years, with our state-of-the-art machinery, we have established a reputable presence in the Middle East, with offices in UAE, Qatar and KSA. We operate in two divisions: Heavy Lifting & Earthmoving, ensuring the execution of a wide range of diverse projects on daily basis. Our advanced fleet of high-tech machinery, combined with our nine hundred specialized employees, empowers us to consistently deliver customer-centric service. Our employees are invaluable to us. After all, it's the synergy between our passionate team and our machinery that drives our daily excellence in everything we do.

At Aertssen Machinery Services, our mission is to live up to the promise made in our slogan every day: People, power, and passion to build on.

We are seeking a highly organized and detail-oriented Workshop Administrator to support the efficient operation of the workshop by coordinating maintenance activities, managing documentation, maintaining accurate records, and ensuring effective communication between workshop personnel, operations teams, suppliers, and management. The successful candidate will play a key role in supporting equipment maintenance activities and ensuring compliance with company procedures and standards.

Key Responsibilities

1. Workshop Operations & Planning

Prepare equipment maintenance, repairs, inspections, and servicing activities.

Coordinate with operations and logistics teams to schedule workshop activities based on equipment availability and operational requirements.

Act as a communication link between the workshop, operations teams, suppliers, and management to ensure smooth workflow and timely updates.

2. Maintenance records & documentation

Maintain accurate records of equipment service history, maintenance activities and parts consumption.

Ensure all maintenance reports, inspection checklists, service records, and warranty documentation are properly filed and easily accessible.

Support the preparation and distribution of daily, weekly, and monthly workshop reports.

3. Spare parts & Inventory Control

Monitor spare parts inventory levels and maintain accurate stock records.

Raise purchase requests for parts, consumables, and workshop materials as required.

Coordinate with suppliers regarding parts availability, delivery schedules, quotations, and invoice follow-up.

Assist in maintaining inventory accuracy and ensuring timely availability of required parts.

4. Reporting & Cost Control

Assist in preparing service and repair cost estimates for management review.

Generate periodic workshop performance reports, including job completion rates, equipment downtime analysis, maintenance status, and resource utilization.

Track maintenance-related data and support management with operational reporting and performance monitoring.

Provide administrative support for budget and cost tracking activities within the workshop.

Qualifications

Minimum 3-5 years of experience in a workshop administration, maintenance administration, or related role, preferably within the heavy equipment, construction, transport, or industrial sector.

Experience in maintaining maintenance records, spare parts inventories, and workshop documentation.

Good communication and coordination skills with the ability to work effectively with multiple departments and external suppliers.

Ability to prepare reports, maintain accurate records, and manage confidential information professionally.

Knowledge of heavy equipment maintenance processes and workshop operations is preferred.

What we offer

We offer you the opportunity to join an internationally growing company. You will be part of our dynamic team, you will be able to contribute to and benefit from our continuous expansion and global reach.