Job Description

PURPOSE OF THE JOB:
Provide administrative support to the Technical Specialist by managing documentation, coordinating workshop reports, handling customer communication, and ensuring accurate data management, particularly using Microsoft Excel.
ADMINISTRATIVE SUPPORT:
Core Tasks:
-Assist the Technical Specialist in compiling, formatting, and organising reports, presentations, and operational documentation. Ensure all records are well-structured and easily accessible.
-Maintain accurate records of technical data, job cards, service histories, and equipment repairs, ensuring that all documentation is up to date.
-Schedule and coordinate meetings, training sessions, and site visits. Prepare agendas, take minutes, and distribute relevant materials.
-Track and monitor tasks assigned to the Technical Specialist and workshop teams, ensuring deadlines are met.
-Ensure adherence to company policies and procedures related to administrative functions.
DATA MANAGEMENT AND EXCEL REPORTING:
Core Tasks:
-Prepare and maintain detailed spreadsheets for tracking service performance, job completion rates, and workshop efficiency. Use formulas, pivot tables, and charts for data analysis.
-Assist in monitoring workshop financial data, including cost analysis, revenue tracking, and performance benchmarking against targets.
-Generate and interpret reports related to technical escalations, job completions, and outstanding work orders to support decision-making.
-Maintain and update workshop databases, ensuring accuracy and integrity of information, including stock levels, service histories, and customer details.
-Use advanced Excel functions such as VLOOKUP, conditional formatting, and macros to streamline reporting and data analysis.
CUSTOMER & WORKSHOP LIAISON:
Core Tasks:
-Act as the first point of contact for administrative inquiries from customers, providing support related to job status, service schedules, and documentation requests.
-Serve as a communication link between the Technical Specialist, workshop managers, and technicians to ensure smooth operations.
-Assist in logging and tracking customer complaints, ensuring they are escalated and resolved efficiently.
-Prepare and distribute quotations, invoices, and work order confirmations to customers as required.
-Ensure timely follow-ups on pending service requests, job completions, and customer feedback to enhance client satisfaction.
COMPLIANCE & AUDITING SUPPORT:
Core Tasks:
-Assist in auditing administrative records for accuracy and completeness, ensuring that job cards and service reports are properly documented and signed off.
-Ensure that all safety and compliance documentation is properly maintained and up to date as per Occupational Health and Safety (OHS) regulations.
-Support the Technical Specialist in checking and verifying the accuracy of reports, service logs, and financial data before submission.
-Compile and organise documentation required for internal and external audits related to workshop performance and compliance.
-Assist in ensuring adherence to company policies, industry standards, and relevant legislation in all administrative functions.
JOB REQUIREMENTS
Qualifications: National Senior Certificate
Requirements: At least 2 years of administrative experience, preferably in a technical or workshop environment.

• We are committed to transformation through the appointment of persons from designated groups and potential candidates from these groups will enjoy preference.
• Kindly note that a consumer credit record will be requested in respect of all appointments which involve dealing with cash or finances.
• Should you meet the above requirements and believe you can contribute to the company, kindly register and apply on our Career Page at www.groupcareers.co.za
• Should we not have contacted you within six weeks of the closing date, you may assume that your application has been unsuccessful.

CLOSING DATE: 21 SEPTEMBER 2025

Skills Required