Administrative Assistant - Workshop Marine

Emcar Marine is looking for a dynamic and passionate Administrative Assistant to support in the daily tasks in the Workshop Marine.

Job Responsibilities:

A description of the main competencies and related duties and responsibilities, however not exhaustive, is detailed below:

General Administrative Support:

• Ensure that all queries, requests and complaints are handled in a timely and professional manner according to the company’s standards.
• Ensure that the office space is always kept tidy and reflect the image of a well-organised workspace.
• Assign tasks to mechanics and follow up with them until the jobs are completed.
• Retrieve spare parts for mechanics as per the jobs assigned and ensure any unused spare parts are duly returned to the store after any servicing or work conducted.
• Prepare invoices accurately and submit them to customers for payment.
• Prepare quotations for customers and ensure they are sent in a timely manner.
• Keep records of quotations sent to customers and follow up on them.
• Maintain proper filing of all documents.
• Keep customers informed about the status of products sent for repair or servicing.
• Maintain awareness of stock arrivals and keep customers informed accordingly.
• Inform the Management about problems and shortcomings within the operations and provide ideas and suggestions where possible.
• Prepare purchase orders for local purchases.
• Run errands and collect spare parts from local supplier as and when required.
• Maintain and record procedures for Workshop Marine activities in collaboration with the team.
• Keep the customer database updated in SAP.
• Request quotations and price lists from local suppliers for materials needed for various projects.
• Ensure that servicing plans are up-to-date to maintain high-quality service to customers.
• Respond to customer requests via email and phone.
• Deliver professional phone calls and front desk services including interacting with customers while maintaining high standards of customer service.
• Provide a monthly report on servicing due.

Reporting:

• Prepare and submit report to Workshop Manager Marine as needed.
• Provide regular updates to the Management on the status of work.

Training, Learning & Development:

• Participate in any Learning & Development opportunities offered by the company.

Others:

• Perform all duties strictly in line with the company’s policies and procedures, and on the designated systems.
• Perform any other cognate duties as may be assigned by Management.