Administrative Clerk: Technical Specialist

**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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- Kindly note that a consumer credit record will be requested in respect of all appointments which involve dealing with cash or finances.

**CLOSING DATE: 21 SEPTEMBER 2025