Administrative and Workshop Assistant

Introduction

The Administrative and Workshop Assistant is responsible for providing administrative, clerical and parts stock support to ensure the smooth day-to-day operation. The role requires a proactive and adaptable individual who can support multiple departments, maintain accurate records, manage inventory and deliver excellent internal and external customer service.

Duties & Responsibilities

Administrative Support

• Answer incoming telephone calls professionally and direct enquiries appropriately.

• Perform general office administration and clerical duties.

• Organise and maintain both paper-based and electronic filing systems.

• Capture data accurately and prepare correspondence, reports and other business documents.

• Take minutes and notes during meetings and distribute where required.

• Order, monitor and replenish office supplies.

• Provide administrative support to team members and departments on various projects and tasks.

Parts and Inventory Administration

• Manage and maintain parts inventory and stock levels.

• Issue parts to technicians and team members in accordance with Company procedures.

• Complete and process store requisitions accurately.

• Assist with stock control activities, including receiving, sorting, counting and organizing inventory.

• Support the efficient operation of the parts department through accurate record-keeping and inventory management.

Systems and Data Management

• Capture and maintain accurate information on Company systems.

• Assist with quotations and related administrative functions using SYSPRO (training can be provided, although previous exposure would be advantageous).

• Utilise Microsoft Office applications effectively for reporting, communication, and data management.

General Support

• Act as an all-round support resource, assisting various departments as operational needs arise.

• Maintain a positive, flexible,and service-oriented approach to work.

• Operate effectively under pressure and manage multiple priorities simultaneously.

• Adhere to company policies, procedures and safety requirements.

Desired Qualification & Experience

• Grade 12 (Matric) or equivalent.

• Additional administrative or inventory-related qualification will be advantageous.

• Previous experience in an administrative office environment, warehouse, stores, or parts department.

• Experience with stock control and inventory management processes will be advantageous.

• Exposure to SYSPRO software will be beneficial but is not essential.

Skills and Competencies

• Strong administrative and organisational skills.

• Excellent attention to detail and accuracy.

• Computer literacy, including:

• Microsoft Word

• Microsoft Excel

• Microsoft Outlook

• Email and data capturing systems

• Good verbal and written communication skills.

• Ability to work independently and as part of a team.

• Strong customer service orientation.

• Problem-solving ability and willingness to learn.

• Reliable, punctual and dependable work ethic.

• Ability to prioritise tasks and perform under pressure.