1. Administrative Duties
- Answer phone calls, emails, and walk-in enquiries; schedule service appointments.
- Prepare job sheets, service orders, and invoices for customers.
- Maintain and update workshop records, service logs, and filing systems (manual & digital).
- Monitor and order office supplies, workshop stationery, and consumables.
- Handle incoming and outgoing mail, courier services, and workshop correspondence.
2. Accounts & Finance Support
- Prepare and issue customer invoices, quotations, and receipts.
- Record daily sales, workshop jobs, and petty cash transactions.
- Assist in accounts payable: process supplier invoices and prepare payment vouchers.
- Assist in accounts receivable: follow up on outstanding payments from customers.
- Reconcile daily cash, bank transactions, and payments.
- Support monthly financial closing and liaise with external accountants.
3. Customer Service
- Greet customers, understand their service needs, and direct them to the appropriate staff.
- Update customers on job status and completion timelines.
- Ensure high levels of professionalism and courtesy at all times.
4. Workshop Coordination Support
- Liaise with mechanics and workshop supervisors to ensure accurate job costing and parts usage.
- Maintain inventory records for spare parts and consumables.
- Assist in ordering and receiving spare parts from suppliers.
5. Other Duties
- Assist in preparing management reports (sales, service revenue, outstanding debtors).
- Support company events, audits, and compliance documentation.
- Perform other ad-hoc duties assigned by management.