Job Description

Roles & Responsibilities

• Take initiative and work accurately on repetitive, administrative task

• of technical nature. · Pro-actively communicate with administrative team on job related administration, and other departments where applicable (e.g. Workshop floor team, Purchase or Accounts).

• Open Work Orders and doing related administration as needed.

• Support Administrators with Pre-Award Planning activities, such as but not limited to:

  • Register & file information in the system, e.g. pictures, emails, details, manuals, drawings, planning,

  • Open Job Cards in SERA and doing related administration (network folder) & communication, Prepare Job Cards, Inspection Checklists for the Technicians (send to & receive from tablets).

• Support Administrators with Post-Award Planning activities, such as but not limited to:

  • Based on Job Order Confirmation, prepare and send Picking List to Store,

  • Prepare Work Charts, Test Reports, (Fitment) Checklists for the Technicians (fill information as needed, send to & receive from tablets),

  • Be aware of job status at all time, take notes and pictures and prepare report, as needed / requested by Administrator.

• Support Administrators with Job Completion activities, such as but not limited to:

  • Gather and register in ERP all cost allocated to the Job Cards (e.g. supplier invoices, seal form, hose form, picking list, bills),

  • Gather applicable Checklists and completion pictures from the Technicians (receive from tablets),

  • Close Job Cards and doing related administration,

  • Maintain job performance register and file all administration in job folder,

  • Update ERP accordingly (closing date, job card status).   

  • Maintain cleanliness of work area at all times,  

  • Perform such other duties as assigned by the General Foreman or Workshop Operations Manager,

  • Comply with company (QHSE) policies at all times and motivate others to do the same.

• Draft, edit, and send professional correspondence and reports, maintaining a high level of accuracy and attention to detail.

• Organize and maintain electronic and paper filing systems, ensuring easy access and retrieval of important documents.

Desired Candidate Profile

• Minimum of a high school diploma; an associate's or bachelor's degree in business administration is preferred.
• At least 2 years of relevant experience in an administrative role, demonstrating a solid understanding of office protocols.
• Familiarity with industry-specific software and tools, such as Microsoft Office Suite, project management software, and CRM systems.
• Fluency in English is required; proficiency in additional languages is a significant advantage, especially in multinational environments.