Admin Clerk: Workshop

Agrinet is looking for an individual to provide administrative support to the Workshop Department, including assistance with Health and Safety and related administration.

Job Description

Agrinet is looking for an individual to provide administrative support to the Workshop Department, including assistance with Health and Safety and related administration.

Reports

Daily reports: incoming, completed, awaiting approval, awaiting customer go-ahead, awaiting spare parts, awaiting routes, inspected, awaiting inspection

Weekly reports: spare part back orders, outstanding external jobs

Monthly reports: total incoming work, internal completed, internal credits, work status, internal work summary, external credits, external work summary

Compiling of technical reports to customers as per findings and pictures received from technicians

Spare part back-order status must be reported to buyers daily

Back-order ETAs must be communicated to customers daily

Written communication must be sent to customers regarding any open work orders daily

Customer feedback

Provide daily feedback to all customers on job status and back-order status for both internal and external job cards.

Record complete notes of all correspondence in the Embrace system (yellow book).

Submit back-order ETA status requests to buyers on a weekly basis.

Communicate any changes in back-order ETAs to customers promptly.

Spares quotes, ordering and invoicing

Source and provide quotes for spare parts not kept in stock at the Agrinet Warehouse, negotiating cost and delivery times with customers.

Once customer approval or warranty confirmation is received, pick, check, and distribute spare parts to technicians.

For buyout spares, create a purchase order, arrange collection or delivery, receive the spares, and process the invoice (GRV).

Post labour entries on the Embrace system per technician

Communication

Communicate all changes in work status, pricing, or spare parts availability to relevant parties via email, and record updates in the Embrace system (yellow book).

Maintain proper notes of all communication with customers, suppliers, and Agrinet staff.

Handle day-to-day telephone calls and respond to emails promptly.

General office admin

Handle all general workshop administration required for the day-to-day functioning of the workshop, including but not limited to managing stationery and reporting faulty office equipment.

Act as a general assistant to the Workshop Manager, providing support with all workshop-related administrative tasks as required.