Workshop and Parts Administrator

BHBW South Africa Proprietary Limited; Hoopstad; On-site; ZAR 180,000 - 240,000; Full time

Job summary

BHBW South Africa Proprietary Limited in Hoopstad is seeking an organized administrative professional to maintain branch systems and manage all administrative activities for the workshop.

You will handle POD filing, order and delivery queries, time sheets, reporting, and liaison with workshop and parts teams. A Grade 12 qualification and 3–5 years in a similar role are required; strong MS Office skills and good communication are essential.

Qualifications

• Grade 12 minimum
• 3–5 years’ experience in the same role; administration experience advantageous
• Experience in workshop/branch administration preferred

Responsibilities

• Maintain branch administrative activities and systems
• Close sales order and delivery queries within required SLAs
• Confirm pick notes and PODs
• Open and complete workshop jobs timeously (including Terra Firma) and update the Job card register
• Process timesheets daily
• Communicate effectively with the workshop team regarding jobs
• Coordinate with workshop and parts teams on discrepancies and queries
• Assist with debt collections
• Prepare month-end reports
• Provide weekly reports to branch and workshop managers
• Track and update WIP (work in progress)
• Complete workshop commission documentation for payment
• Maintain the tool register and ensure tools are in good condition
• Arrange transport for machines
• Administer warranty claims from start to finish
• Record oil sample reports
• Assist with purchase orders on an ad hoc basis
• Maintain a safe working environment per safety policy

Skills

Problem solving

Analysis and judgement

Numerical reasoning

Resilience

Initiative

Rule orientation

Excellence orientation

Assertiveness

Organizational awareness

Relationship building

Communication skills

Customer focus

Education

Grade 12

Tools

MS Office

Job description

Purpose of the Role

Maintain systems and control all Branch administrative activities

Key Performance Areas

• Ensure filing of PODs as per workshop department policy
• Ensure that all sales order and delivery queries are closed within the required SLAs
• Confirming of all pick notes and PODs
• Ensure all workshop jobs are timeously opened and completed (Including Terra Firma). Updating the Job card register.
• Ensure that time sheets processed daily
• Ensure effective communication to the workshop team regarding workshop jobs
• Liaise with workshop and parts team regarding any discrepancies and queries
• Assisting with debtor’s collections
• Month end reporting to management.
• Ensure weekly reporting to the workshop manager and branch manager
• Tracking and updating of WIP (work in progress)
• Completion of workshop commission documentation for payment
• Update register which includes claims/parts tags
• Follow up with all customers to ensure satisfaction on services rendered
• Check the tool register on a weekly basis to ensure that all tools are in a good working condition
• Ensure workshop vehicle inspection reports and logbooks are sent to the Branch Manager on time/weekly
• Arranging of transport trips for machines
• Warranty claims – Administering the process from beginning to end
• Record keeping of oil sample reports
• Assisting with purchase orders on an adhoc basis
• Impersonator for leave capturing on ESS for those without access
• Maintain a safe working environment (according to safety policy and procedures)
• Achieve individual Balanced Scorecard and KPIs
• Effective self-management and performance ownership
• Adherence to any reasonable instruction

Qualification, Experience and Competencies

Minimum Qualification

• Grade 12

Minimum Experience

• 3-5 years’ experience within the same role
• Administration experience will be advantageous

Competencies

• Problem solving
• Analysis and judgement
• Numerical reasoning
• Resilience (stress handling)
• Drive/initiative
• Rule orientation
• Excellence orientation
• Assertiveness
• Investigative orientation (Organizational awareness)
• Building relationships and networking/liaison
• Communication and presentation
• Customer responsiveness
• MS Office