Workshop Administrator

Role Overview

The Workshop Administrator is responsible for maintaining workshop procedures, ensuring vehicle services align with Original Equipment Manufacturer (OEM) specifications, and guaranteeing compliance with Safety, Health, and Environmental regulations within the workshop.

Key Responsibilities

• Record and update daily attendance for workshop staff each morning and evening, communicating absences, offs, overtime, permissions, and leave to Human Resources.
• Oversee and manage automated vehicle gate entries and exits within the workshop premises.
• Verify that job requests under general checkup for trailers and tractors are correctly entered and matched in the Mastruck system.
• Ensure driver complaints, whether reported by drivers or identified by workshop supervisors, are accurately recorded in the system.
• Ensure proper entry of task logs and job allocations within Mastruck.
• Supervise the start of downtime tasks such as greasing, diagnostics, and fabrication.
• Manage parts requests in the Mastruck system, confirming approvals by the workshop manager and supervisor.
• Conduct verification of spare parts replacements jointly with the supervisor and manager to enforce cost control.
• Maintain strict adherence to 100% service schedules and all workshop Standard Operating Procedures (SOPs).
• Ensure thorough verification of all job cards prior to closure, confirming that driver complaints and general checks have been addressed, including driver sign-off on service completion.
• Monitor timely completion of maintenance for all trucks and trailers according to schedule.
• Assist in mechanic appraisals and performance evaluations to identify strengths, weaknesses, and track Key Performance Indicators (KPIs).
• Manage warranty replacement requests and follow up accordingly.
• Uphold workshop safety standards as per SHEQ guidelines to prevent accidents, injuries, and property damage.
• Enforce strict compliance with company ISO rules, policies, and procedures.
• Carry out any additional tasks as assigned by supervisors.

Required Skills and Knowledge

• Exceptional organizational skills.
• Proficiency in spoken and written English.
• Understanding of maintenance repair methods, techniques, and procedures.
• Familiarity with automated Fleet Management Information Systems.
• Solid knowledge of safety practices and techniques in vehicle mechanics.
• Extensive knowledge of diesel engine mechanics, truck assembly, and parts suppliers.
• Ability to plan, organize, and manage the efforts of skilled and semi-skilled maintenance personnel.
• Skill in troubleshooting, diagnosing, and quickly repairing trucks.
• Strong interpersonal skills to foster effective working relationships with staff.
• Capability to coordinate programs, prepare detailed reports, and maintain accurate records.
• Adaptable with a proactive attitude focusing on quality and productivity.
• Reporting directly to the Workshop Manager.

Qualifications and Experience

• Minimum of a Diploma in Automotive Engineering.
• At least 5 years of substantial experience managing a workshop or fleet.
• Managerial qualifications are considered an additional advantage.

Additional Information

• Applications must include CVs and all supporting documents submitted together in one file.
• Deadline for applications is 15th August.
• Contact for application submission: Human Resource Department, SGC Investment Limited – Transport Division, Ndola.