Workshop Office Assistant At Peace Winds Japan

Reporting To: – Workshop Officer

Duty Station: – Kakuma

Vacancy – 1 Position

PWJ is seeking a highly motivated and detail-oriented individual to join our team as a Workshop office assistant in Kakuma. The successful candidate will provide support for the smooth operation of the workshop by ensuring that administrative tasks are handled effectively.

Position Overview:

The Workshop Office Assistant under the general supervision of the Workshop Officer and within the limits of Peace Winds Japan Kenya policies and procedures Provide support for the smooth operation of the workshop by ensuring that administrative tasks are handled effectively. The Workshop office assistant will work closely with the workshop team and other staff to perform a variety of tasks including, but not limited to:

Roles & Responsibilities:

• Ensuring customer service needs are met, scheduling is organized and documentation is accurate and up to date.
• Sending and receiving emails for vehicle scheduling and bookings.
• Keeping the customer and the supervisor updated with the progress of the maintenance tasks.
• Notifies the customer when the vehicle is ready for pick up.
• Scanning documents and transferring notes from technicians into software, including data entry tasks.
• Receiving and handing over of customer vehicles.
• Liaising with spare parts technician to ensure timely availability of parts.
• Addressing customer inquiries or concerns.
• Maintain a log or spreadsheet to track recalls, including affected vehicles, dates, and actions taken.
• Maintain service tracking log or spreadsheets for preventive and breakdown maintenance
• The employee tabulates and posts data in record books and in the ERP system
• Compiles records and reports.
• Dealing with routine paperwork regarding repair and maintenance of vehicles and general fabrications.
• Filing of documents.

Requirements:

• A Certificate in Mechanical Engineering (Automotive option) and Driving License class BCE.
• Relevant experience in motor vehicle repairs, generators, plant and equipment..
• Relevant experience in spare parts management (part numbers & coding)
• Computer literacy and data processing (Word, Excel, and Internet).