Workshop Administrator

Pro Select Consulting; Durban; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Pro Select Consulting is seeking a highly organized Workshop Administrator to support maintenance for heavy plant and fleet. You will manage workshop administration, maintain job cards, track parts and stock, and ensure accurate cost capture across servicing and repairs.

The role requires 3–5 years in a workshop/engineering environment, strong Excel skills, and familiarity with ERP systems. A valid driver’s licence is advantageous and the position is Durban-based.

Qualifications

• 3-5 years' administration experience, preferably within a workshop, plant, fleet, transport, construction or engineering environment.
• Previous experience with job cards, purchase orders, parts administration and supplier invoices.
• Strong Microsoft Office skills, particularly Excel.
• Experience working with an ERP, fleet management or accounting system will be advantageous.
• Valid driver’s licence will be advantageous.

Responsibilities

• Manage the day-to-day administration of the workshop.
• Open, capture and close job cards for servicing, repairs, breakdowns and preventative maintenance.
• Ensure all workshop jobs are correctly documented and authorised.
• Capture labour, parts, materials and other costs against relevant job cards.
• Maintain accurate records of repairs, servicing and maintenance undertaken on all equipment.
• Track outstanding workshop jobs and follow up with mechanics and workshop management.
• Maintain an up-to-date schedule of planned and preventative maintenance.
• Coordinate workshop activities and assist with prioritising urgent repairs and breakdowns.
• Maintain accurate records of equipment downtime and repair history.
• Prepare regular workshop reports for management.
• Maintaining equipment registers and asset records.
• Recording service intervals and upcoming maintenance requirements.
• Tracking machine hours and/or kilometres.
• Monitoring licence, registration, inspection and compliance documentation where applicable.
• Maintaining complete service and repair histories.
• Monitoring warranties and service agreements.
• Assisting with fleet availability and downtime reporting.
• Ensuring documentation is filed and readily accessible.
• Assist with the ordering of workshop parts, components, consumables and equipment.
• Process and track purchase orders and supplier quotations.
• Liaise with suppliers regarding pricing, availability and delivery times.
• Follow up on outstanding orders and backorders.
• Receive and capture parts and workshop stock.
• Maintain accurate parts and consumables records.
• Assist with stock counts and stock reconciliation.
• Ensure parts issued to specific repairs are accurately allocated to the relevant job card.
• Monitor critical and frequently used parts to prevent unnecessary equipment downtime.
• Assist with identifying cost-saving opportunities through supplier management and purchasing.
• Obtain quotations for parts, repairs and external services.
• Compare supplier pricing where required.
• Capture supplier invoices and match them against purchase orders and job cards.
• Identify discrepancies between quotations, purchase orders, deliveries and invoices.
• Liaise with accounts regarding outstanding invoices and workshop-related payments.
• Maintain an organised supplier database.
• Build and maintain professional relationships with workshop and equipment suppliers.

Skills

Excel

ERP systems experience

Attention to detail

Education

Grade 12 / Matric

Office Administration / Logistics qualification

Tools

ERP software

Job description

Our client, a leading road construction company, is looking for a highly organised and detail-oriented Workshop Administrator to provide comprehensive administrative and operational support to the workshop and plant maintenance function.

The successful candidate will be responsible for maintaining accurate workshop records, coordinating job cards and repairs, monitoring parts and stock, processing supplier documentation, capturing maintenance information and assisting with the effective administration of the company's extensive fleet of heavy plant, road construction machinery and commercial vehicles.

The ideal candidate will have previous experience within a workshop, plant, fleet, transport, construction, earthmoving or heavy engineering environment and understand the importance of accurate administration in minimising equipment downtime.

Key Responsibilities

• Manage the day-to-day administration of the workshop.
• Open, capture and close job cards for servicing, repairs, breakdowns and preventative maintenance.
• Ensure all workshop jobs are correctly documented and authorised.
• Capture labour, parts, materials and other costs against relevant job cards.
• Maintain accurate records of repairs, servicing and maintenance undertaken on all equipment.
• Track outstanding workshop jobs and follow up with mechanics and workshop management.
• Maintain an up-to-date schedule of planned and preventative maintenance.
• Coordinate workshop activities and assist with prioritising urgent repairs and breakdowns.
• Maintain accurate records of equipment downtime and repair history.
• Prepare regular workshop reports for management.
• Maintaining equipment registers and asset records.
• Recording service intervals and upcoming maintenance requirements.
• Tracking machine hours and/or kilometres.
• Monitoring licence, registration, inspection and compliance documentation where applicable.
• Maintaining complete service and repair histories.
• Monitoring warranties and service agreements.
• Assisting with fleet availability and downtime reporting.
• Ensuring documentation is filed and readily accessible.
• Assist with the ordering of workshop parts, components, consumables and equipment.
• Process and track purchase orders and supplier quotations.
• Liaise with suppliers regarding pricing, availability and delivery times.
• Follow up on outstanding orders and backorders.
• Receive and capture parts and workshop stock.
• Maintain accurate parts and consumables records.
• Assist with stock counts and stock reconciliation.
• Ensure parts issued to specific repairs are accurately allocated to the relevant job card.
• Monitor critical and frequently used parts to prevent unnecessary equipment downtime.
• Assist with identifying cost-saving opportunities through supplier management and purchasing.
• Obtain quotations for parts, repairs and external services.
• Compare supplier pricing where required.
• Capture supplier invoices and match them against purchase orders and job cards.
• Identify discrepancies between quotations, purchase orders, deliveries and invoices.
• Liaise with accounts regarding outstanding invoices and workshop-related payments.
• Maintain an organised supplier database.
• Build and maintain professional relationships with workshop and equipment suppliers.

Personal Attributes

• Grade 12 / Matric.
• Relevant qualification in Office Administration, Business Administration, Logistics, Fleet Management or a related field will be advantageous.
• 3-5 years' administration experience, preferably within a workshop, plant, fleet, transport, construction or engineering environment.
• Previous experience with job cards, purchase orders, parts administration and supplier invoices.
• Strong Microsoft Office skills, particularly Excel.
  
• Experience working with an ERP, fleet management, workshop management or accounting system will be advantageous.
• Strong numerical and administrative ability.
• Excellent attention to detail.
• Valid driver's licence will be advantageous.