Workshop Maintenance Secretary (Coordinator & Data Entry)

Job description

Job Title: Workshop Maintenance Secretary (Heavy Earth Moving Equipments)

Job Purpose

To provide administrative and clerical support to the Workshop and Maintenance Department by managing documentation, work orders, reports, and communication to ensure smooth and efficient workshop operations.

Key Responsibilities1. Administrative Support

Provide daily administrative support to the Workshop Manager and Maintenance Team.
Prepare and maintain maintenance reports, logs, and documentation.
Manage filing systems (electronic and hard copy).
Schedule meetings and coordinate maintenance activities.

2. Work Order & Documentation Control

Prepare, issue, and track work orders.
Maintain preventive maintenance schedules.
Update equipment maintenance records.
Ensure proper documentation of repairs and servicing activities.

3. Inventory & Spare Parts Coordination

Maintain records of spare parts usage.
Coordinate with procurement for spare parts requests.
Track delivery of materials and tools.
Monitor stock levels and notify low inventory items.

4. Data Entry & Reporting

Enter maintenance data into ERP or maintenance management systems.
Prepare daily, weekly, and monthly maintenance reports.
Compile downtime and equipment performance reports.

5. Communication & Coordination

Coordinate between workshop, site supervisors, and management.
Handle emails, phone calls, and official correspondence.
Assist in coordinating vendor visits and service providers.

6. Compliance & Record Keeping

Maintain compliance documentation (safety inspections, calibration certificates, etc.).
Ensure records are aligned with company policies and audit requirements.

Qualifications & Requirements