Workshop Clerk

About the role

The Workshop Clerk provides administrative and documentation support to the Engineering Department, covering workshop records, tools and equipment control, spare parts coordination, maintenance planning and cost records. The role also supports a clean, safe and hygienic workshop environment.

Key responsibilities

• Maintain accurate engineering workshop records, job cards, work orders, maintenance requests and inspection reports, and prepare routine reports and correspondence.
• Keep an updated register of tools, equipment and assets, record their issue, return and condition, and report missing or damaged items.
• Record calibration, inspection and servicing of tools and measuring instruments, and help reconcile them with the asset register.
• Track spare parts and consumables, coordinate with Stores on stock levels, and follow up on purchase requests and deliveries.
• Support the Engineering team in coordinating planned maintenance schedules, follow up on outstanding jobs and compile maintenance performance information.
• Keep records of workshop expenditure, requisitions, purchase orders and invoices, and reconcile spare-parts records periodically.
• Organise workshop records, comply with site HSE, PPE, hygiene, GMP, zoning and food-safety requirements, and support HACCP, prerequisite programmes and ISO 22000 compliance.
• Communicate with Stores, Procurement and other departments, attend departmental meetings and suggest improvements to filing and stock records.

Required profile

• At least 1-2 years of clerical, administrative, stores or inventory-control experience; maintenance, engineering workshop or manufacturing experience is an advantage.
• Grade Twelve (12) certificate.
• Certificate or diploma in Business Administration, Office Administration, Stores Management, Procurement, Records Management or a related field.
• Experience with ERP systems or computerised inventory and maintenance systems is an advantage; FMCG, food-processing or hygiene-controlled manufacturing experience is an added advantage.

Required skills

• Microsoft Office, especially Excel and Word.
• Accurate data capturing, recordkeeping and document management.
• Ability to prepare reports, schedules and administrative summaries.
• Attention to detail, time management and good written and verbal communication.