Workshop Clerk

Workshop Administration and Documentation

• Maintain accurate and up-to-date engineering workshop records, files and documentation.

• Receive, register, distribute and file engineering job cards, work orders, maintenance requests and inspection reports.

• Assist in updating preventive maintenance schedules and tracking completion of scheduled maintenance activities.

• Capture maintenance activities, breakdown reports, labour hours and equipment service records in the relevant registers or maintenance system.

• Ensure engineering documentation is properly completed, authorised and filed for easy retrieval.

• Prepare routine workshop reports, correspondence, schedules and administrative summaries as required.

• Follow up on outstanding maintenance documentation and ensure timely submission by relevant personnel.

Tools, Equipment and Workshop Asset Control

• Maintain an updated register of workshop tools, equipment and engineering assets.

• Record the issuance, return, transfer and condition of tools and equipment.

• Monitor tool accountability and report missing, damaged or defective tools to the supervisor.

• Assist with periodic physical verification and reconciliation of workshop tools and equipment against the asset register.

• Maintain records of calibration, inspection and servicing of workshop tools and measuring instruments, where applicable.

• Ensure tools and equipment are properly stored, labelled and accounted for.

• Report discrepancies or potential losses for appropriate investigation and corrective action.

Spare Parts and Consumables Coordination

• Maintain records of engineering spare parts, workshop consumables and materials received and issued.

• Coordinate with Stores to monitor stock availability and identify spare parts requiring replenishment.

• Track the issuance and consumption of spare parts against maintenance work orders and equipment requirements.

• Assist in preparing spare-parts requisitions and purchase requests for review and approval by the relevant supervisor.

• Follow up on outstanding purchase requests, deliveries and supplier documentation.

• Maintain records of critical spares and highlight low-stock or stock-out risks to the Engineering team.

• Ensure spare parts and consumables are properly identified, recorded and stored in coordination with Stores.

Maintenance Planning and Coordination Support

• Assist the Engineering team in coordinating planned maintenance schedules and workshop activities.

• Maintain an updated register of outstanding maintenance jobs, work orders and pending repairs.

• Follow up with technicians on the status of maintenance activities and update relevant records.

• Assist in compiling maintenance performance information, including work-order completion, breakdown frequency and spare-parts consumption.

• Coordinate administrative arrangements for contractor visits, equipment servicing and workshop-related activities.

• Communicate maintenance schedules and relevant administrative information to concerned departments.

• Escalate delays, shortages and administrative challenges that may affect maintenance activities.

Cost Control and Inventory Records

• Maintain accurate records of workshop expenditure, spare-parts usage and consumables issued.

• Assist in tracking engineering requisitions, purchase orders, delivery notes and invoices.

• Ensure supporting documents for engineering purchases and services are properly filed and available for verification.

• Assist with periodic reconciliation of spare-parts records and engineering consumables.

• Support the Engineering Department in maintaining proper accountability of workshop resources and materials.

Workshop Housekeeping, Safety and Food Safety

• Maintain proper filing and organisation of workshop administrative records and documentation.

• Support the maintenance of an organised, clean and safe workshop environment.

• Ensure workshop tools, equipment and materials are properly labelled and stored.

• Comply with site HSE requirements, PPE rules, housekeeping standards and applicable safety procedures.

• Follow site hygiene, GMP, zoning and food-safety requirements when working in or accessing production and processing areas.

• Ensure maintenance documentation and material-handling records support traceability and accountability.

• Support compliance with relevant HACCP controls, prerequisite programmes and site ISO 22000 procedures.

Teamwork, Communication and Continuous Improvement

• Provide administrative support to technicians, artisans, engineers and other workshop personnel.

• Maintain effective communication with Stores, Procurement and other departments to support engineering operations.

• Handle workshop documentation and departmental information with integrity and confidentiality.

• Participate in departmental meetings and assist with preparation of relevant reports and action lists.

• Identify opportunities to improve workshop filing systems, stock records, tool accountability and administrative processes.

• Carry out any other reasonable duties assigned by the supervisor in support of Engineering Department objectives.

• At least 1–2 years’ experience in clerical, administrative, stores or inventory-control work.

• Experience in a maintenance, engineering workshop, manufacturing or industrial environment will be an added advantage.

• Experience in maintaining stock registers, asset registers, job cards and administrative records is preferred.

• Experience with ERP systems or computerised inventory and maintenance management systems will be an advantage.

• Experience in an FMCG, food-processing or hygiene-controlled manufacturing environment will be an added advantage.

• Grade Twelve (12) Certificate.

• Certificate or Diploma in Business Administration, Office Administration, Stores Management, Procurement, Records Management or a related field.

• Intermediate or advanced computer literacy, particularly Microsoft Word and Excel