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.



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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