WORKSHOP CLERK

The primarily responsibilities include the following

Core Duties

• Maintain up-to-date records for all company trucks, including service history, repair logs, fuel usage, and parts replacement schedules.
• Prepare and maintain vehicle maintenance files and ensure that every truck has a detailed service card indicating all maintenance work performed.
• Enter all maintenance data into the fleet management system (manual or electronic) accurately and on time.
• Record job cards for every repair and maintenance task, ensuring proper description of work done, parts used, labour hours, and technician responsible.
• Prepare daily, weekly, and monthly workshop activity reports for submission to Management.
• Ensure that all vehicle inspection reports, breakdown reports, and service schedules are filed and easily retrievable.
• Maintain an updated inventory of all spare parts, tools, and consumables in the workshop store.
• Issue spare parts to mechanics against approved job cards and record all withdrawals accurately.
• Conduct weekly and monthly stock checks and reconcile physical stock against inventory records.
• Prepare requisitions for parts and materials required for vehicle repairs and routine servicing, ensuring timely replenishment of critical items.
• Liaise with procurement officers and suppliers to track deliveries of ordered parts and verify the correctness of received goods.
• Ensure that obsolete, damaged, or slow-moving parts are identified and reported for proper disposal or adjustment

Qualifications/Experience/Skills

• Full Grade 12 Certificate
• Minimum of Certificate in Mechanical Engineering, Automotive Technology, Transport and Logistics, or related field.
• At least 2–3 years’ experience
• Proficient in Microsoft Excel, Word, and fleet management software.
• Strong organizational and record-keeping skills with high attention to detail.
• Knowledge of truck maintenance schedules, parts identification, and workshop safety procedures.
• Excellent communication skills and ability to work effectively with drivers, technicians, and management teams.
• Integrity, accountability, and ability to handle confidential information responsibly.