Truck Workshop Administrator

SA Metal; Johannesburg; On-site; ZAR 220,000 - 320,000; Full time

Job summary

SA Metal Group is seeking a detail-oriented Truck Workshop Administrator to join the Truck Workshop Department. You will provide comprehensive administrative support, ensure accurate records, timely reporting, and compliance with safety and company requirements, reporting to the Truck Workshop Manager.

Key duties include managing emails and calls, ordering parts, liaising with providers such as Volvo, Scania and UD, handling quotations and invoices, maintaining stock, planning fleet services,

Qualifications

• Grade 12 or equivalent.
• Relevant administration qualification.
• Driver’s licence.
• Minimum of 5 years’ experience in a similar role.
• Previous workshop experience required.
• Experience in Truck Workshop environment will be advantageous.
• Computer Literate (MS Word, MS Excel, MS Outlook).
• Strong administrative skills.
• Knowledge of Occupational Health & Safety Act.
• Good communication skills (understand, read and write English).

Responsibilities

• Managing all email correspondence and requests.
• Managing all telephonic enquiries and correspondence.
• Ordering parts, arranging repairs and services, liaising with service providers such as Volvo, Scania, and UD.
• Managing and processing quotations and invoices for repairs, vehicle services, parts, and tools.
• Ensuring stock levels of critical spare parts are regularly reviewed and updated.
• Liaising with approved suppliers to source quality parts and spares.
• Ordering all required parts and spares from internal stores.
• Planning fleet services for trucks, light motor vehicles, trailers, balers, and other equipment, including COF appointments.
• Scheduling and coordinating light motor vehicle inspections with internal departments.
• Coordinating, scheduling, and liaising with key internal stakeholders to ensure satisfaction with the quality and progress of work completed.
• Maintaining accurate filing systems and departmental records.
• Performing general administrative duties and any other tasks assigned by the Truck Workshop Manager.
• Managing and maintaining the CWorks system for the Truck Workshop.
• Arranging parts and spares for the Truck Workshop from suppliers, processing spare part orders through the relevant manager, and monitoring stock and manufactured items.
• Assisting with the management and administration of Shreq Manager.
• Creating and maintaining spreadsheets for refurbishment and repair projects, ensuring repairs are accurately tracked and updated.
• Preparing Toolbox Talk topics and compiling weekly HR reports, including additional discussion points for departmental meetings.
• Scheduling and coordinating meetings with external suppliers and service providers.
• Administering and maintaining the workshop Safety File.
• Ensuring that First Aider and Safety Representative inspections are completed as required.
• Supervising workshop operations in the absence of management.
• Arranging service bookings for trucks and bakkies.
• Scheduling Certificate of Fitness (COF) bookings.
• Preparing, updating, and distributing vehicle breakdown reports.
• Assisting with ad hoc duties and projects as required by the business.

Skills

Administrative skills

MS Word

MS Excel

MS Outlook

Communication skills

Attention to detail

Time management

Organizational skills

Problem-solving

Multi-tasking

Education

Grade 12 or equivalent

Relevant administration qualification

Tools

CWorks

Shreq Manager

MS Office

Job description

The SA Metal Group has an opportunity for an attention to detail, highly motivated, process-driven and organized Truck Workshop Administrator to join the Truck Workshop Department. The successful candidate will be responsible for providing comprehensive administrative support to the Truck Workshop team by ensuring accurate record keeping, timely reporting, compliance with statutory and company requirements, and the efficient administration of truck workshop related processes. The successful candidate will report to the Truck Workshop Manager.

Key Responsibilities

The successful candidate’s responsibilities will include, but are not limited to:

• Managing all email correspondence and requests.
• Managing all telephonic enquiries and correspondence.
• Ordering parts, arranging repairs and services, and liaising with service providers such as Volvo, Scania, and UD.
• Managing and processing quotations and invoices for repairs, vehicle services, parts, and tools.
• Ensuring that stock levels of critical spare parts are regularly reviewed and updated.
• Liaising with approved suppliers to source quality parts and spares.
• Ordering all required parts and spares from internal stores.
• Planning fleet services for trucks, light motor vehicles, trailers, balers, and other equipment, including arranging vehicle services, Certificate of Fitness (COF) appointments, and related activities.
• Scheduling and coordinating light motor vehicle inspections with internal departments.
• Coordinating, scheduling, and liaising with key internal stakeholders to ensure satisfaction with the quality and progress of work completed.
• Maintaining accurate filing systems and departmental records.
• Performing general administrative duties and any other tasks assigned by the Truck Workshop Manager, appropriate to this level of responsibility.
• Managing and maintaining the CWorks system for the Truck Workshop.
• Arranging parts and spares for the Truck Workshop from suppliers, processing spare part orders through the relevant manager, and monitoring stock and manufactured items.
• Assisting with the management and administration of Shreq Manager.
• Creating and maintaining spreadsheets for refurbishment and repair projects, ensuring repairs are accurately tracked and updated.
• Preparing Toolbox Talk topics and compiling weekly HR reports, including additional discussion points for departmental meetings.
• Scheduling and coordinating meetings with external suppliers and service providers.
• Administering and maintaining the workshop Safety File.
• Ensuring that First Aider and Safety Representative inspections are completed as required.
• Supervising workshop operations in the absence of management.
• Arranging service bookings for trucks and bakkies.
• Scheduling Certificate of Fitness (COF) bookings.
• Preparing, updating, and distributing vehicle breakdown reports.
• Assisting with ad hoc duties and projects as required by the business.

Minimum Requirements

• Grade 12 or equivalent
• Relevant administration qualification
• Driver’s licence
• Minimum of 5 years’ experience in a similar role
• Previous workshop experience required
• Experience in Truck Workshop environment will be advantageous
• Computer Literate (MS Word, MS Excel, MS Outlook)
• Strong administrative skills
• Knowledge of Occupational Health & Safety Act
• Good communication skills (understand, read and write English)

Competencies and Attributes

• The successful candidate should demonstrate:
• Hardworking and self-motivated
• Good interpersonal skills
• Display a professional work approach
• Time management and organizational skills
• Result-driven
• Logical and detail orientated
• Excellent standard in execution
• Commitment to a strong business ethic and integrity
• Ability to multi-task and manage demanding workload in a pressurized environment
• Excellent problem-solving skills coupled with the ability to think on your feet
• Attention to detail and accuracy