Automotive Workshop Administrative Assistant at TakaTaka Solutions

About the Role

This position offers a great opportunity for career growth. 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.

Compensation

Salary Range: KES 30,000 to KES 40,000

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