Technical Administrator

SECTION A – POSITION DETAILS & PURPOSE

Job Title: Workshop Administrator

Department: Technical

Reports to: Technical Manager

Location: Durban

Job Purpose:

Responsible for all workshop and transport related administrative duties.

Oversee the workshop and fleet maintenance to ensure that vehicles are in a good operating condition to enable the company to meet its distribution objectives efficiently and cost effectively.

Ensure that fleet is always legally compliant. Updating and managing vehicles files, maintenance records and related. Booking vehicle services and repairs.

Manage, plan, schedule and execute Preventative Maintenance Plan in line with Company Policy.

Management of vehicles license discs renewals, and all other scheduled renewals such as fire permits, DEKRA and similar inspections, hoses, and related test.

Managing of vehicles warranties, maintenance plans and service plans as applicable.

Monitor fuel consumption (fuel usage) to determine possible need to vehicle maintenance.

Assisting in audits such as customer audits, RTMS and ISO audits.

Management of traffic fines and AARTO.

SECTION B – QUALIFICATION & LEARNINGS

Qualification

• Matric
• Post matric qualification in technical field.
• Minimum 5 years’ transport industry experience
• Minimum 3 years’ experience as Workshop Administrator or similar position.
• Valid driver’s license
• Clear criminal record.

KEY PERFORMANCE OUTCOME 1: FLEET MANAGEMENT

1.1 Vehicles services and maintenance.

• Check, manage and book fleet service per company policy and/or OEM specifications.
• Update electronic and manual vehicle files regarding services and maintenance records.
• Management and renewal of maintenance or service plans as applicable.
• Monitor and analyze trends regarding breakdowns and related technical faults.
• Maintain and update records in terms of warrantee work.
• Ensure claims are finalised within set time frame and parameters.
• Manage performances and processes within workshop.
• Yard inspection of trucks and trailers
• Control warranty parts (record keeping, storage, and disposal procedure as per warranty manual)
• Print and analyze WIP report to ascertain warranty work orders to be closed.
• Ensure all warranty documentation are kept up to date, readable and presentable and completed.

KEY PERFORMANCE OUTCOME 2: OPERATIONAL EXCELLENCE

2.1 Maximize Vehicle Utilization

• Ensure availability of Fleet by minimizing downtime related to Workshop, Technical and Repairs.

2.2 Monitor and Control Vehicle Maintenance

• Ensure that the maintenance schedule for vehicles is monitored and corrective action is taken if vehicles are not available timeously.
• Ensure that the vehicles are inspected daily to ensure good safety and housekeeping practices.
• Liaise with Internal Team and service providers in the event of delays of serviced vehicles.
• Ensure maintenance costs are kept to a minimum by ensuring that vehicles are serviced regularly as per the manufacturer specification.
• Ensure implementation of a Preventative Maintenance Plan as per relevant company policy (Number or weeks or KM based as applicable) km.
• Report vehicle defects immediately.
• Facilitate quotes for breakdowns.
• Manage tyre contractor.
• Maintain relations by being proactive and taking ownership of Workshop function.
• Management of Monthly oil usage, break down and mechanic working hours

2.3 Administration & Record Keeping

• Update vehicles record on systems (Mix Telematics, TMS, Dynamix/or FM Web) as applicable.
• Keep a file for each and all vehicles and ensure that files are updated regularly with servicing history, COFS, SLPS, etc.
• Data import of all approved orders and invoices
• Responsible for the issue and administration of job cards daily.
• Purchase of parts and spares for the vehicles within correct company procedure and approvals.
• General office administration duties.
• Complete all maintenance related admin including quotations, raising purchase orders and stock control.
• Licensing and COF of trucks, trailers, escorts
• Queries on invoices
• Scan and save invoices and records (Electronic files management)
• Register new vehicles with licensing department
• De-register vehicles with licensing department
• Ensure that all required documentation is completed prior to closing the work order and that it is filled in correctly
• Ensure that all invoices have the necessary data required (VAT, markup, order number) that it is displayed
• Allocate labour costs to work orders according to Scania standard times
• Filing of workshop and parts documentation in archive room.
• Check warranty job cards on daily basis and ensure that all claims are submitted.

2.4 Reporting

• Give management daily, weekly, and monthly reporting.

2.5 Management Meetings

• Prepare monthly management report.

2.6 Audits

• Ensure vehicles and files comply to audit requirements.
• Assist in audits on technical aspects.

SKILLS

Management Competencies

• Planning
• Organizing Resources
• Report Writing
• Analysing

ATTRIBUTES

• Respect
• Integrity
• Commitment
• Trust
• Ownership
• Passion
• Teamwork

Work Location: In person