Administration Clerk – Stores

Position overview

• An opportunity is available for a motivated, proactive and detail-oriented Administration Clerk - Stores to provide administrative support to the workshop and assist with purchasing activities, stock control, job card administration and workshop operations.
• The successful candidate will be responsible for maintaining accurate records, updating registers, monitoring documentation and supporting compliance with workshop, safety and administrative procedures. Strong organisational skills, computer literacy and the ability to work under pressure are essential.

Key responsibilities

Workshop administration and job costing

• Perform daily data capturing in liaison with the Buyer, Foreman and Manager to support the efficient functioning of the workshop.
• Record the hours worked by each artisan in the workshop journal daily and report any deviations to the Manager or Foreman.
• Capture, open and close job cards on the system to support accurate costing of workshop jobs.
• Compile a monthly breakdown reporting register using job card information.
• Update component history files for each asset.
• Maintain a log of spare parts required by artisans on job cards to build an accurate asset history.

Stores and inventory control

• Capture warehouse stocktake information for TWSH1, TWSH2 and TWSH3.
• Assist with purchasing activities and inventory control.
• Maintain accurate records relating to workshop stock, components and spare parts.

Employee records and workshop coordination

• Update the weekly toolbox talk register.
• Maintain the annual workshop medicals register.
• Update workshop employees' personal files, including warnings, incidents and apprentices' contracts.
• Ensure monthly logbook filing for workshop vehicles is up to date.
• Update personal protective equipment (PPE) issue records on SharePoint.
• Assist with accommodation arrangements for workshop employees and coordinate electronic fund transfer (EFT) payments.

Financial and general administration

• Complete the monthly workshop petty cash records and balance sheet.
• Perform general administrative and assistant duties in support of workshop operations.
• Maintain accurate records and ensure documents are filed appropriately.

Safety and compliance

• Update the monthly pan test register.
• Maintain and file safety records, monitor expiry dates and follow up on outstanding requirements.
• Track and document near-miss reports.
• Assist in keeping the safety file and insurance-related FIS documentation, including records associated with RG Brokers, up to date.
• Maintain discipline and comply with company rules, policies and procedures.

Minimum requirements

• Grade 12 / Matric certificate (compulsory).
• A qualification in Administration, Office Management, Secretarial Studies or a related field will be advantageous.
• 3 - 5 years' experience as an Office Administrator or in a similar administrative position.
• Computer literate; Sage would be an advantage.
• Strong organisational and planning skills.
• Excellent communication and interpersonal skills.
• Strong attention to detail and analytical abilities.
• Ability to work under pressure and meet deadlines.
• South African citizenship.
• A valid driver's licence and own transport will be advantageous.
• A mechanical background will be advantageous.