Workshop Administrator

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

Join Aspen Logistics and help keep our Workshop running smoothly.

Aspen Logistics is looking for an organised, accurate, and proactive Workshop Administrator to join our Workshop team in Germiston.

If you have experience in fleet or workshop administration, understand job cards and costing, and take pride in keeping records, systems, and documentation accurate and up to date, we want to hear from you.

The role plays an important part in the operational and financial effectiveness of the Workshop, with responsibility for job card administration, billing support, system updates, supplier documentation, inventory capture, reporting, and audit-ready record keeping.

About the Role

Reporting to the Workshop and Service Manager, you will provide efficient and accurate administrative support across the Workshop. You will manage workshop job cards from opening through to closure and billing, maintain accurate information on Eclipse, coordinate supplier and subcontractor documentation, support stock and cost reconciliations, and ensure workshop records remain complete and traceable.

You will also work closely with technicians, Stores, Finance, suppliers, and subcontractors, making strong communication, organisation, and follow-through essential to the role.

Key Responsibilities

• Open, update, validate, and close workshop job cards for repairs, services, rebuilds, tyres, and accident damage.
• Ensure labour hours, parts, technician inputs, and subcontractor costs are captured accurately.
• Prepare maintenance quotations and convert approved quotations into job cards.
• Capture and maintain accurate workshop transactions on the Eclipse system.
• Reconcile system records against technician timesheets and supporting documentation.
• Process inventory and stock-related job cards and support month-end inventory procedures.
• Manage supplier and subcontractor documentation, including quotes, GRNs, and invoices.
• Follow up on outstanding invoices and open orders and assist with payment documentation.
• Ensure recoverable workshop costs are correctly billed or allocated to prevent revenue loss.
• Maintain accurate, audit-ready digital and physical workshop records.
• Assist with reporting on job costs, inventory usage, service history, breakdowns, and maintenance activities.
• Maintain maintenance schedules, rebuild and inspection trackers, and other operational records.
• Liaise between Workshop technicians, Stores, Finance, suppliers, and other relevant stakeholders.

Minimum Requirements

Qualifications

• Matric (Grade 12) is essential.
• Diploma or Certificate in Office Administration, Accounting, or Logistics will be advantageous.

Experience

• Minimum 3 years' experience in a fleet workshop, logistics, or maintenance administration role.
• Experience with job card and cost control processes in a transport or logistics environment.
• Proficiency in Eclipse or a similar system and MS Excel.
• Strong document handling and costing experience within a transport or logistics environment.

What We’re Looking For

• Strong administrative skills with exceptional attention to detail.
• Confidence working with Eclipse, Excel, and document management systems.
• Strong numerical awareness and the ability to identify discrepancies in costs, labour hours, or stock records.
• Excellent organisation and time-management skills.
• Ability to manage deadlines and changing priorities in a busy operational environment.
• Clear communication and the ability to work effectively across departments and with suppliers.
• A reliable, resilient, and team-oriented approach.
• High levels of integrity when handling cost, supplier, and operational information.
• A process-driven mindset with a focus on accuracy and continuous improvement.

Working Conditions

• Based in Germiston.
• Workshop office environment with regular exposure to the transport yard.
• Movement between the office, workshop, and storage areas may be required.
• Availability after hours or on weekends may occasionally be required for stock takes or operational events.
• Compliance with site PPE, safety, and operational requirements is essential.

Why Join Aspen Logistics?

At Aspen Logistics, effective fleet maintenance depends on more than what happens on the workshop floor. Accurate administration, strong cost control, reliable systems, and well-managed records are essential to keeping our operation moving.

As our Workshop Administrator, you will be part of the team that keeps the Workshop organised, accountable, and operationally effective. If you are detail-driven, enjoy working in a fast-paced transport environment, and take pride in getting the administration right, we'd like to hear from you.