Job Purpose

The Workshop Admin is responsible for ensuring the efficient administration and coordination of maintenance activities for the company's equipment fleet.

The role supports regulatory compliance, maintenance planning, data management, procurement processes, and workshop operations while adhering to company procedures and QHSE standards.

Key Responsibilities

1. Maintenance Administration

• Maintain and update maintenance tracking records for equipment, tyres, statutory inspections, lifting equipment, fire extinguishers, road tax, and other regulatory requirements.
• Generate and monitor maintenance and inspection schedules to ensure timely completion.
• Prepare service schedules and lubrication/change-out records for equipment.
• Coordinate with the stores department to ensure availability of filters, belts, and other maintenance consumables.
• Assign routine maintenance activities to the maintenance team in consultation with the Workshop Manager.
• Arrange equipment availability for statutory inspections, technical tests, lifting inspections, and other regulatory requirements.
• Maintain and update maintenance logbooks for all equipment.
• Record and update maintenance activities in the Group maintenance management software.
• Prepare purchase orders and service receipts for external workshop interventions and coordinate invoice follow-up with the Accounts Department.
• Monitor and record maintenance team attendance.
• Track tyre usage, replacement schedules, and procurement requirements in collaboration with the Workshop Manager.

2. Workshop Operations & Coordination

• Raise purchase requisitions for maintenance parts, filtration systems, tyres, and workshop requirements through the stores department.
• Create and manage work orders using the workshop management system.
• Prioritize maintenance interventions according to operational requirements, urgency, equipment availability, and spare parts availability.
• Regularly follow up with maintenance personnel to ensure adherence to maintenance schedules and deadlines.
• Maintain accurate workshop records and support reporting requirements.
• Assist in improving workshop planning and operational efficiency

3. Compliance & Quality Management

• Support compliance with company policies, QHSE standards, and legal requirements related to equipment maintenance.
• Ensure maintenance data and regulatory inspection records are complete, accurate, and up to date.
• Contribute to continuous improvement initiatives within the workshop and equipment management functions.

4. Technical Competencies

• Proficiency in Microsoft Office applications, particularly Excel, Outlook, and Teams.
• Experience using maintenance management or workshop management systems.
• Understanding of equipment maintenance processes.
• Knowledge of heavy machinery and mechanical equipment is advantageous.

5. Behavioural Competencies

• Strong organizational and planning skills.
• Attention to detail and high level of accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Proactive and effective communicator.
• Team-oriented with a collaborative approach.
• Committed to achieving both individual and team objectives.
• Ability to work independently while maintaining strong coordination with operational teams.

Qualifications & Experience

Education

• Diploma (Bac +2) in Administration, Mechanical Engineering, Logistics, Business Administration, or a related field.
• Equivalent combination of practical experience and education may be considered.

Experience

• Previous experience in workshop administration, maintenance planning, fleet management, or a similar administrative role.
• Experience in maintenance coordination and equipment management is preferred.
• Exposure to heavy equipment or mechanical operations is an advantage. 

Interested in joining our team?

If you have the skills, motivation, and passion to contribute to our growing organization, we would love to hear from you. 

Please send your updated CV along with a short cover letter outlining your experience and career aspirations to [email protected].