Automotive Workshop Administrative Assistant at TakaTaka Solutions

Salary Range:- Ksh 30,000 to Ksh 40,000.

Purpose of the Role:

The Automotive Workshop Administrative Assistant is responsible for providing administrative, documentation, and coordination support to ensure smooth and efficient operation of the workshop. The role involves maintaining accurate maintenance records, managing spare parts requisitions, coordinating job cards, and supporting communication between workshop staff, procurement, and fleet operations.

Key Responsibilities:

Workshop Administration

• Maintain and update all workshop records, including job cards, maintenance logs, and service schedules.
• Track vehicle and equipment maintenance history and generate periodic reports.
• Assist in preparing preventive maintenance plans and tracking completion.
• Maintain up-to-date inventory of workshop tools, equipment, and consumables.
• Support in filing and organizing service manuals, inspection sheets, and calibration certificates.

Spare Parts & Materials Coordination

• Prepare and submit spare parts requisitions based on approved job cards.
• Liaise with the Procurement Department for timely delivery of parts and materials.
• Verify received parts against requisitions and report discrepancies to the Workshop Supervisor.
• Maintain records of parts usage and balances to support accountability and stock control.

Communication & Coordination

• Act as a communication link between the workshop team, drivers, procurement, and operations.
• Notify relevant departments when vehicles are ready or scheduled for service.
• Support in scheduling and tracking of third-party repairs or outsourced services.
• Ensure that all completed work orders are properly authorized and closed in the system or manual register.

Reporting & Documentation

• Generate daily, weekly, and monthly reports on workshop activities (repairs done, parts used, downtime, etc.).
• Prepare summaries for workshop expenses and submit for review and approval.
• Maintain accurate records for internal and external audits.
• Support in maintaining compliance documentation (safety checklists, service sheets, etc.).

 Administrative & Logistical Support

• Support in organizing staff duty rosters, leave schedules, and attendance tracking for workshop personnel.
• Handle workshop petty cash expenditures and maintain receipts for reconciliation.
• Assist in coordinating vehicle inspections, insurance renewals, and compliance documentation.
• Maintain cleanliness and orderliness of workshop offices and administrative areas.

Qualifications and Experience:

• Diploma or Certificate in Business Administration, Automotive Engineering, or related field.
• At least 2–3 years of experience in a similar administrative or workshop support role.
• Basic knowledge of automotive maintenance processes and terminology is highly desirable.
• Proficiency in MS Office (Excel, Word) and experience with maintenance tracking systems or ERP tools.
• Strong record-keeping and data management skills.

Key Competencies:

• Excellent organizational and multitasking abilities.
• Strong attention to detail and accuracy in data entry and documentation.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet tight deadlines.
• Team-oriented, proactive, and reliable.

Working Conditions:

• Workshop-based with regular interaction with mechanics, drivers, and procurement teams.
• May occasionally handle or verify physical items like spare parts.
• Requires adherence to workshop safety procedures and PPE compliance.