Administrative Assistant

Duties and responsibilities include providing administrative support to ensure efficient operation of

the workshop department. Supports the manager and employees through a variety of tasks related

to organization and communication.

Key Commitment

 Prepare quotations and invoices for services rendered to clients based on the jobs

completed as reported by the service engineers.

 Provides administrative support to ensure efficient operation of office.

 Greet customers and handle their inquiries over various methods of communication.

 Supervise/Maintain record of labour hours and time required for job completion.

 Coordinate with other departments like spare parts and logistic to ensure job completion and

client satisfaction.

 Preparing weekly reports for managers showing the status of completed, received and

delivered jobs.

 Carries out administrative duties such as filing, typing, copying, binding, scanning etc.

Duties and Essential Job Functions

 Keeping record of all equipment / parts sold by workshop and charge it to respective cost

center of the concerned department.

 Maintains inventory by checking stock to determine inventory level, anticipating needed

supplies, placing and expediting orders required for existing and coming jobs or PDI

 Provides information by answering questions and requests.

 Contributes to team effort by accomplishing related results as needed.

 Coordinating with other departments like Spare parts Division, warehouse and HR for

inventory supplies.

 Filing and invoicing projects contracts.

 Maintain computer and manual filing systems

 Resolve administrative problems

 Prepare quotations and invoices for services rendered to clients based on the jobs

completed as reported by the service engineers.

 Maintain and track workshop staff attendance sheets.

 Apply on behalf of workshop staff their leaves (sick and annual) on ERP oracle system.