Workshop Clerk

Job description

Job role

Workshop Administration and Documentation

• Maintain accurate and up-to-date engineering workshop records, files and documentation.

• Receive, register, distribute and file engineering job cards, work orders, maintenance requests and inspection reports.

• Assist in updating preventive maintenance schedules and tracking completion of scheduled maintenance activities.

• Capture maintenance activities, breakdown reports, labour hours and equipment service records in the relevant registers or maintenance system.

• Ensure engineering documentation is properly completed, authorised and filed for easy retrieval.

• Prepare routine workshop reports, correspondence, schedules and administrative summaries as required.

• Follow up on outstanding maintenance documentation and ensure timely submission by relevant personnel.

Tools, Equipment and Workshop Asset Control

• Maintain an updated register of workshop tools, equipment and engineering assets.

• Record the issuance, return, transfer and condition of tools and equipment.

• Monitor tool accountability and report missing, damaged or defective tools to the supervisor.

• Assist with periodic physical verification and reconciliation of workshop tools and equipment against the asset register.

• Maintain records of calibration, inspection and servicing of workshop tools and measuring instruments, where applicable.

• Ensure tools and equipment are properly stored, labelled and accounted for.

• Report discrepancies or potential losses for appropriate investigation and corrective action.

Spare Parts and Consumables Coordination

• Maintain records of engineering spare parts, workshop consumables and materials received and issued.

• Coordinate with Stores to monitor stock availability and identify spare parts requiring replenishment.

• Track the issuance and consumption of spare parts against maintenance work orders and equipment requirements.

• Assist in preparing spare-parts requisitions and purchase requests for review and approval by the relevant supervisor.

• Follow up on outstanding purchase requests, deliveries and supplier documentation.

• Maintain records of critical spares and highlight low-stock or stock-out risks to the Engineering team.

• Ensure spare parts and consumables are properly identified, recorded and stored in coordination with Stores.

Maintenance Planning and Coordination Support

• Assist the Engineering team in coordinating planned maintenance schedules and workshop activities.

• Maintain an updated register of outstanding maintenance jobs, work orders and pending repairs.

• Follow up with technicians on the status of maintenance activities and update relevant records.

• Assist in compiling maintenance performance information, including work-order completion, breakdown frequency and spare-parts consumption.

• Coordinate administrative arrangements for contractor visits, equipment servicing and workshop-related activities.

• Communicate maintenance schedules and relevant administrative information to concerned departments.

• Escalate delays, shortages and administrative challenges that may affect maintenance activities.

Cost Control and Inventory Records

• Maintain accurate records of workshop expenditure, spare-parts usage and consumables issued.

• Assist in tracking engineering requisitions, purchase orders, delivery notes and invoices.

• Ensure supporting documents for engineering purchases and services are properly filed and available for verification.

• Assist with periodic reconciliation of spare-parts records and engineering consumables.

• Support the Engineering Department in maintaining proper accountability of workshop resources and materials.

Workshop Housekeeping, Safety and Food Safety

• Maintain proper filing and organisation of workshop administrative records and documentation.

• Support the maintenance of an organised, clean and safe workshop environment.

• Ensure workshop tools, equipment and materials are properly labelled and stored.

• Comply with site HSE requirements, PPE rules, housekeeping standards and applicable safety procedures.

• Follow site hygiene, GMP, zoning and food-safety requirements when working in or accessing production and processing areas.

• Ensure maintenance documentation and material-handling records support traceability and accountability.

• Support compliance with relevant HACCP controls, prerequisite programmes and site ISO 22000 procedures.

Teamwork, Communication and Continuous Improvement

• Provide administrative support to technicians, artisans, engineers and other workshop personnel.

• Maintain effective communication with Stores, Procurement and other departments to support engineering operations.

• Handle workshop documentation and departmental information with integrity and confidentiality.

• Participate in departmental meetings and assist with preparation of relevant reports and action lists.

• Identify opportunities to improve workshop filing systems, stock records, tool accountability and administrative processes.

• Carry out any other reasonable duties assigned by the supervisor in support of Engineering Department objectives.

Must have skills Accurate data capturing, recordkeeping and document management. Competence in Microsoft Office applications, particularly Excel and Word. Ability to prepare reports, schedules and administrative summaries. Good written and verbal communication skills. Ability to coordinate and follow up on outstanding tasks. Attention to detail and ability to identify record discrepancies Time management and ability to prioritise multiple administrative responsibilities. Good to have skills Disciplined and systematic approach to work. Reliable, proactive and self-motivated Good interpersonal and communication skills. Ability to work under pressure and meet deadlines. Team-oriented and willing to support operational requirements. Qualifications

• At least 1–2 years’ experience in clerical, administrative, stores or inventory-control work.

• Experience in a maintenance, engineering workshop, manufacturing or industrial environment will be an added advantage.

• Experience in maintaining stock registers, asset registers, job cards and administrative records is preferred.

• Experience with ERP systems or computerised inventory and maintenance management systems will be an advantage.

• Experience in an FMCG, food-processing or hygiene-controlled manufacturing environment will be an added advantage.

• Grade Twelve (12) Certificate.

• Certificate or Diploma in Business Administration, Office Administration, Stores Management, Procurement, Records Management or a related field.

• Intermediate or advanced computer literacy, particularly Microsoft Word and Excel