Office Assistant/Service Adviser – Dadaab

at CARE
Location Nairobi, Kenya
Date Posted January 21, 2022
Category Administration
Job Type Full-time
Currency KES

Description

Reporting to the Assistant Workshop foreman, S/he will provide support to the Workshop and other Mechanical services operations.
Under general direction, S/he will work with the Assistant workshop foreman to coordinate the technical, administrative and customer service operations of an assigned Fleet Service under Mechanical Service Unit Operations.
S/he will be responsible for making initial motor vehicle diagnostic assessments, coordinating the workflow of the workshop and preparing vehicles for disposition or reassignment; Ascertaining performance problems in liaison with Fleet Workshop Forman and services requested; verifying warranty and service contract coverage; developing estimates; generating work orders through Fleet management system; maintaining customer rapport and records.
S/he Will assist other staff members with general office and secretarial tasks.

JOB RESPONSIBILITY 1: CUSTOMER CARE SERVICES – 35%

  • Receive vehicles and interprets information provided by users or drivers in order to diagnose maintenance issues specify repairs to be performed and estimate service time.
  • Prepares vehicle work orders and inspection forms, and coordinates scheduled vehicle maintenance through the fleet management system.
  • Coordinates the activities of several inter-related work teams by prioritizing and advising workshop Supervisor tasks to ensure the timely completion of all work required in the maintenance, repair, service and/or removal of vehicles, while monitoring workshop operations for safe performance.
  • Coordinates maintenance and repair jobs records and feedback on Partners vehicles and Equipment with appropriate service contract and dealers in order to expedite work and maximize benefits of warranties and service contracts.
  • Maintain fleet management register of equipment & vehicles data and maintenance history
  • Analyzes inspection forms and work orders in order to determine specific needs accident and methodology required for optimal equipment performance and reliability to reduce on down time

JOB RESPONSIBILITY 2: QUALITY OFFICE MANAGEMENTS – 35%

  • Tracking of maintenance schedule and review Work Orders after jobs are completed and update technician labor hours in tracking software.
  • Maintains records in order to provide accurate and current documentation of all shop activities and archive management.
  • To operate the computerized fleet management system, including manual data capturing.
  • May be required to undertake any other duties consistent with the Job/grade as reliever to Assistant Workshop foreman.
  • Maintain and monitor office supply stock levels and arrange to replenish.
  • Forwarding PR’S to the procurement office and financial documents for approval to the support manager.
  • Prepare Sitrep report, fleet data base and invoicing partners.

JOB RESPONSIBILITY 3: DOCUMENTATION AND CONTROL OF WORKSHOP RECORDS – 30%

  • Prepare and update leave roster, annual leave, and arrange production of statistical information as required.
  • Updating of technical correspondence, photocopying and reception duties.
  • Produces correspondence, reports, forms and related materials when need arises.
  • Prepare Sitrep report, fleet data base

Qualifications

  • Diploma in Business Management.
  • Diploma in Mechanical Engineering or any related field will be an added advantage.

Experience/Technical Skills

  • Minimum of 2 years in a similar role
  • Proficiency Microsoft Office Suite and Fleet Management

Desired

  • Demonstrates good communication skills.
  • Customer Focus
  • Time Management
  • Accountability and Dependability
  • Adaptability/ Flexibility
  • Team work
  • Maintains effectiveness and honesty
  • Promotes diversity
  • Excellent customer service skills.

Additional Information

Deadline to receive all applications will be on or before 12th January 2022, at 5.00 P.M EAT. 

Only short listed candidates will be contacted. Canvassing will lead to automatic disqualification.

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