Administrative Assistant

Coordinate and manage workshop operations to ensure efficient workflow, accurate job tracking and excellent customer service. Handle administrative duties, reporting and communication to support productivity and service quality.

Workshop Operations

• Co-ordinate mechanical work in the Workshop in view of achieving optimal levels of productivity, efficiency and effectiveness of the flow process.
• Take delivery of motorcycles from customers at arrival for servicing, accidents and repairs.
• Ensure that information on the Check List is complete and correct at all times and that the customers’ requests are well-captured.
• Ensure that jobs are accurately recorded in SAP and seamlessly integrated into the workshop's overall planning.
• Provide technical feedback and communicate expected job completion targets to customers.
• Schedule the work assignments of mechanics on the floor and accordingly set priority status.
• Prepare accident quotations and forward them to concerned parties in a timely manner.
• Liaise with insurance company concerning approval for accident, repairs and keep records of approvals.
• Oversee the status of all work in progress and coordinate all jobs to achieve optimal level of productivity and effective flow of process.
• Provide the company’s internal and external customers with an excellent customer service at all times.
• Maintain records and prepare required reports relevant to the operation of the workshop.
• Preserve a complete record of motorcycles, repairs, parts usage, parts and gasoline products inventory at all times.
• Contact and follow up with suppliers and customers with regards to claims on damaged or unsatisfactory products or on any queries or complaints.
• Coordinate incoming work with existing workload.
• Help to establish maintenance priorities.
• Perform related clerical duties involving elementary accounting with the responsibility for accurate maintenance of all stores’ operational records.
• Promote the excellent image and reputation of the company through demonstration of outstanding product and technical knowledge and providing an outstanding customer service to all external and internal customers.

General Administrative Duties

• Conduct all administrative duties attached to the job.
• Handle incoming phone calls and conduct follow-ups with customers to ensure timely communication and service satisfaction.
• Prepare appointment sheets in coordination with colleagues and the Workshop Supervisor to ensure efficient scheduling and workflow.
• Assist at Reception Counter of our Branches as and when required.

Reporting and Controlling

• Update the Job in Progress Report on the designated systems and in a timely manner, ensuring that contained information is current and accurate at all times.
• Provide regular updates to direct superior on work in progress.
• Prepare and submit reports to the immediate upper hierarchical person as and when required.
• Flag any issues or actual / predicted deviations from plan at the earliest possible point in time.
• Flag any issues and non-compliance to proper work plan to the Management at the earliest.

 Qualification & Experience:

• HSC or equivalent
• Minimum Certificate or any other technical and mechanical relevant qualification will constitute a definitive advantage
• Previous experience in a similar position will constitute a definitive advantage
• Knowledge of SAP software
• Excellent communication skills both in English and French
• Effective listening and problem solving skills
• Ability to work under pressure and meet tight deadlines
• Passionate about motorcycles
• Clean Certificate of Character is a must