POSITION VACANT

Job Vacancy: Workshop Administrator / Coordinator.

Summary:

We are looking for a detail-oriented and proactive individual to join our team as a Workshop Administrator/Coordinator. This key role involves managing administrative tasks, maintaining data accuracy, and ensuring smooth communication between internal teams and external stakeholders.

Key Responsibilities:

• Data Management & Entry:
• Update and maintain data in Cascade for Quotes Awaiting PO, PO Received, and Invoiced.
• Enter data into Tracker for accurate tracking of job status.
• Reconcile customer payments against invoices in Cascade.
• Assist in sorting invoices by dates to facilitate uploads.
• Purchase Orders & Quotes:
• Raise purchase orders (POs) and send out quotes after obtaining necessary approvals.
• Request and follow up on supplier quotes, including handling costings, registration, safety sticker, and CTP insurance renewals.
• Match batch POs against quotes and ensure all related documents are up to date.
• Job & Invoice Management:
• Match batching for invoicing and ensure invoices are processed for both POM, Hagen & Lae.
• Write job cards for customers and file quotes for clients (hard copies only).
• Upload completed jobs onto Mix and maintain accurate records for each job.
• Handle the daily filing of job-related paperwork, including registering and delivering hard copies to Accounts, then bringing back the signed copies for filing.
• Client & Supplier Communication:
• Resolve client queries efficiently through phone and email.
• Follow up with MST POM, Highlands, and NGI for invoice copies required as supporting documentation.
• Ensure smooth communication regarding back orders and any follow-up actions required.
• Inspection & Documentation Management:
• Update inspection follow-ups daily to ensure timely completion and tracking.
• Maintain and manage the VS books and numbers, ensuring all documentation is accurate and up to date.
• Support & Supervision:
• Assist and provide support to office team with uploading completed jobs to Mix.
• Supervise admin office staff, stepping in to help with tasks as directed by the Workshop Manager.
• Perform other duties as assigned by the Workshop Manager to maintain smooth operation of the workshop.

Required Skills & Experience:

• Strong organizational skills with the ability to multitask and prioritize efficiently.
• Proficient in using data management systems (e.g., Cascade, Mix) or the ability to quickly learn new software.
• Excellent verbal and written communication skills.
• Experience with administrative tasks, invoicing, and handling quotes and purchase orders.
• Ability to supervise and collaborate effectively with team members.
• Detail-oriented, especially when it comes to managing documents and financial records.
• Eagerness to learn costings, quotes, and PO processes, and confidence to handle tasks independently after training.

If you're a motivated individual who thrives in a fast-paced environment and is keen to contribute to the success of our workshop, we encourage you to apply by forwarding your updated CV, qualification copies & references stephanus@mastersystems.com.pg prior to being invited for an interview.

Applications close Tuesday 25/02/2025.