Job Description
TITLE: Administrative Assistant
REPORTING TO: Administrative Manager
FUNCTIONAL REPORTING :Director
SUPERVISING: None
CATEGORY: Administration
Last Updated: March 2026
Job Summary
The Administrative Assistant provides administrative, clerical, and customer service support to ensure efficient office operations, proper documentation management, and smooth coordination of daily workflow activities.
The role supports the Administrative Manager in maintaining organized records, professional customer handling, and effective communication between departments.
In addition, the Administrative Assistant coordinates the preparation, submission, and follow-up of repair price quotations and facilitates confirmation of agreed repair costs between the company and insurance providers, reporting directly to the Director.
Main Roles and Responsibilities
• Receive customers courteously and direct them to the appropriate office or technical personnel.
• Assist in recording customer details and service requests.
• Support follow-up communication regarding job progress or service updates.
• Prepare accurate quotes based on customer requirements, parts costs, and labor estimates after reviewing vehicle conditions.
• Provide administrative and coordination support on special tasks delegated directly by the Director.
• Schedule external inspections or quotations when necessary to accommodate special requests or non-routine jobs.
• Issue approvals and job instructions to relevant departments once quotations are confirmed by the customer.
• Maintain up-to-date and organized customer information, including completed jobs, quoted jobs, agreed costs, and service history.
• Receive, record, and receipt payments accurately while ensuring proper documentation and secure handling of funds.
• Maintain a concise and updated list of commonly required vehicle parts and pricing for internal reference.
• Ensure the office environment remains clean, professional, organized, and presentable at all times.
• Perform general administrative duties such as filing quotations, organizing job cards, maintaining paperwork, and recording documentation in order.
• Communicate regularly with customers to provide progress updates, estimated completion dates, delays, and additional required work.
• Coordinate closely with the operations team to ensure smooth workflow, timely service completion, and customer satisfaction.
• Track, record, and report the number and value of jobs completed weekly and monthly for analysis and planning purposes.
• Address queries with insurance companies regarding delays, approval issues, documentation, or disputes.
• Negotiate and confirm job costs with insurance companies to ensure clarity on financial obligations before commencing work.
• Provide after-sales support to customers, managing any complaints, satisfaction surveys, or service concerns professionally.
• Promote a positive, respectful, and collaborative work culture focused on fairness, communication, and operational excellence.
Competencies & Expectations
• Good organizational and record-management skills
• Basic administrative and office coordination capability
• Ability to communicate clearly and professionally
• Strong sense of responsibility and confidentiality
• Ability to multitask and work under minimum supervision
• Basic computer literacy (word processing, spreadsheets, data entry)
Education and Experience
• Certificate or Diploma in Business Administration, Office Management, Secretarial Studies, or related field.
Experience
• Minimum 1–2 years of experience in a clerical or administrative support role is an advantage.
• Experience in customer-facing office environments is desirable.
Personal Attributes
• Honest and trustworthy character
• High level of discipline and reliability
• Friendly and professional customer approach
• Willingness to learn and take initiative
• Ability to remain calm when handling multiple tasks
• Respect for confidentiality and organizational authority structures
