Job Summary
The Technical Services Admin Officer supports the documentation of all repairs and maintenance operations for all light vehicles, pool cars and executive management vehicles. The role focuses on organizing repair requests, tracking workshop activities, maintaining proper documentation and ensuring smooth coordination between drivers, workshops and the Technical Services department.
Key Responsibilities
- Repair & Maintenance Coordination
- Receive and log repair or maintenance requests for vehicles.
- Follow up with workshops on diagnosis, quotations, job progress and completion timelines.
- Ensure all repair jobs comply with approved standards and specifications.
- Documentation & Record Keeping
- Maintain updated records of all repairs carried out on each vehicle.
- File job cards, invoices, quotations and service reports for accountability.
- Track maintenance history and ensure every repair job is properly documented.
- Invoice & Cost Tracking
- Collect and verify workshop invoices, ensuring they match approved quotations and completed work.
- Track repair expenses and prepare a monthly report for the Executive Chairman’s approval.
- Vehicle Inspection Support
- Assist with pre-repair and post-repair inspections to confirm issues and verify completed work.
- Document findings and escalate unresolved defects or recurring issues.
- Workshop & Vendor Liaison
- Maintain regular communication with approved workshops and vendors.
- Follow up on spare parts availability, delivery timelines and job scheduling.
- Administrative Support
- Prepare weekly and monthly reports on repair activities, turnaround times and outstanding jobs.
- Draft internal memos, organize departmental records and support other operational tasks as required.
Qualifications & Experience
- Bachelor’s degree in Mechanical/Automotive Technology, Engineering, Business Administration or a related field
- 1 to 3 years’ experience in a technical, automotive or administrative support role
- Experience working with workshops or repair service providers is an advantage
Key Competencies
- Strong follow-up and coordination skills
- Good communication and interpersonal abilities
- Attention to detail and strong documentation habits
- Proficiency with Microsoft Excel and basic data tracking
- Ability to work calmly with drivers, technicians and external workshops
- Basic understanding of vehicle repairs or willingness to learn
