ADMIN CLERK

1. Job Purpose

Responsible for all **administrative, clerical, documentation, scheduling, and office support** for the daily operation of the workshop. Ensure smooth workflow, accurate records, timely job processing, and effective coordination between technicians, customers, suppliers, and management.

2. Key Duties & Responsibilities

A. Job & Work Order Administration

- Create, process, track, and close **workshop job cards / work orders**
- Record job details: customer info, vehicle/equipment details, fault description, parts used, labor hours
- Update job status (pending → in progress → completed → invoiced)
- File and archive work orders safely and retrievably

B. Scheduling & Coordination

- Schedule workshop jobs, bookings, and technician allocation
- Coordinate with customers for drop-off, collection, and service appointments
- Liaise with technicians, supervisors, and drivers for job priorities
- Arrange rental vehicles/transport if required

C. Parts & Inventory Support

- Assist with parts ordering, receiving, and issuing
- Log parts usage against jobs
- Update parts inventory records (basic data entry)
- Prepare parts request forms and follow up with suppliers

D. Documentation & Record Keeping

- Maintain accurate filing: customer records, job history, invoices, receipts, reports
- Data entry into workshop software / system (e.g., service system, ERP, Excel)
- Prepare daily/weekly workshop reports: jobs completed, pending, backlog
- Manage vehicle/equipment registration, inspection, and service records

E. Customer Service & Communication

- Answer phone calls, respond to enquiries, and provide job status updates
- Greet customers, check-in/check-out vehicles/equipment
- Handle customer complaints or escalate to manager
- Send reminders for service/maintenance

### F. General Admin & Office Tasks

- Manage incoming/outgoing emails, documents, and correspondence
- Prepare quotations, job summaries, and invoicing support
- Maintain workshop cleanliness, stationery, and office supplies
- Assist with timesheets, attendance, and petty cash (if required)
- Any other ad-hoc duties assigned by Workshop Manager

3. Requirements & Qualifications

- **Proven experience** as Admin / Clerk / Workshop Admin / Service Admin (advantage)
- Familiarity with **workshop, service, motor, or maintenance environment** (preferred)
- Good computer skills: MS Office (Word, Excel), email, basic software systems
- Strong organizational skills, attention to detail, and ability to multitask
- Good communication skills (written & verbal)
- Able to work independently and in a team
- Honest, reliable, and able to maintain confidentiality

4. Skills & Competencies

- Data entry accuracy
- Time management & scheduling
- Customer service orientation
- Filing & record management
- Basic accounting/invoicing awareness
- Team coordination