Administrative Clerk: Technical Specialist at Senwes

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.