Technical Service Admin Officer at Eta-Zuma Group W/A Limited

Job Summary

• The Technical Services Admin Officer supports the documentation of the 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 - 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