Fleet Workshop Administrator: Precision & Billing

Aspen Logistics; Gauteng; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Aspen Logistics is seeking a diligent Workshop Administrator to support the Workshop team in Germiston. You will manage workshop job cards from opening to closure, ensure accurate costing, and support billing, vendor documentation, and inventory records for audit-ready reporting.

Reporting to the Workshop and Service Manager, you will coordinate with technicians, stores, finance, suppliers and subcontractors, maintaining accurate records and timely updates in Eclipse and Excel.

Qualifications

• Matric is essential and a related diploma/certificate is advantageous.
• 3+ years in fleet/workshop or logistics administration is required.
• Experience with job cards, costing, and MS Excel is essential.
• Strong document handling and audit-ready record keeping in a transport environment.

Responsibilities

• Open, update, validate, and close workshop job cards for repairs and services.
• Capture labour hours, parts, and subcontractor costs accurately.
• Prepare quotations and convert approved quotations into job cards.
• Maintain Eclipse system transactions and reconcile with timesheets.
• Manage supplier documentation, including quotes, GRNs, and invoices.
• Assist with reporting on job costs, inventory usage, and service history.
• Ensure costs are billed or allocated to prevent revenue loss.

Skills

Administration

Attention to detail

Communication

Organisation

Time management

Education

Matric (Grade 12)

Diploma/Certificate in Office Admin

Tools

Eclipse

MS Excel

Job description

Aspen Logistics is seeking a diligent Workshop Administrator to support the Workshop team in Germiston. You will manage workshop job cards from opening to closure, ensure accurate costing, and support billing, vendor documentation, and inventory records for audit-ready reporting.

Reporting to the Workshop and Service Manager, you will coordinate with technicians, stores, finance, suppliers and subcontractors, maintaining accurate records and timely updates in Eclipse and Excel.