Workshop Administration Officer at Mini Group

Position Summary

• Reporting to the Assistant Workshop Manager, the Workshop Administration Officer will be responsible for ensuring that the workshop runs efficiently, all operational requirements are available at all times, and there is clear coordination between management and workshop operatives.
• The role requires a hands-on administrator with strong leadership, workshop operations knowledge, people management capability, inventory oversight, procurement coordination, reporting skills, and a strong understanding of workplace safety and compliance.

Key Duties & Responsibilities

Workshop Strategic Planning

• Lead administration teams in line with the company’s mission of delivering efficient, timely, and dependable services to support bakery units.
• Monitor and improve workshop service workflows to enhance productivity and continuous improvement.
• Ensure the workshop operates in compliance with safety, environmental, and quality standards.
• Monitor, record, and report key operational metrics including manpower utilization, staff turnover, stock levels, equipment breakdowns, repeat jobs, and turnaround time.

Workshop Human Resource Support

• Support workshop HR administration including attendance, leave, overtime, sick off records, staff rosters, and muster roll checks.
• Participate in interviews, disciplinary hearings, staff training, and employee coordination to promote fairness, accountability, and operational discipline.

Workshop Administration & Office Practice

• Maintain proper filing systems, records, registers, archives, mail distribution, vouchers, cash flow documentation, and official workshop documentation.
• Ensure records are well-labelled, accessible, updated, and properly handled in line with established procedures.

Workshop Security

• Oversee key and lock allocation, staff movement records, delivery notes, workshop stamps, and other administrative controls that support workshop security.

Health, Safety & Housekeeping

• Coordinate toolbox sessions, safety communication, corrective actions, safe work instructions, and safety signage.
• Ensure workshop cleanliness, hygiene, PPE compliance, toilet facility inspections, stores housekeeping, and general work environment standards are maintained.

Procurement & Supplier Coordination

• Support procurement processes by identifying reliable suppliers and subcontractors.
• Review internal material requisitions, purchase orders, supplier requests, IOUs, and related procurement documentation.

Spares & Material Stock Management

• Oversee stores layout, stock coding, binning, labelling, stock card reconciliation, incoming goods records, GRNs, delivery notes, stock transfers, and sample item storage.
• Ensure regular stock checks are conducted to minimize discrepancies, theft, fraud, and poor inventory practices.

Client Customer Service & Workshop Reporting

• Review high-expense estimates, accident restoration documentation, closed job cards, worksheets, invoicing documents, and workshop service records.
• Prepare and submit workshop reports including risk assessments, inventory reports, operational updates, and scheduled reports as required.

Qualifications & Experience

• Higher Diploma in Business Administration.
• At least 5 years’ experience managing a large and busy workshop.
• Knowledge of people management and inventory management.
• Knowledge of workshop operations.
• Good understanding of workplace safety, fire marshal, first aid, and site safety requirements.
• Proficiency in Microsoft Office Suite.

Key Skills & Competencies

• Strong leadership skills with a hands-on management style.
• Supervisory skills and ability to train others.
• Strong communication and interpersonal skills.
• Team-oriented, forward-thinking, creative, and naturally curious.
• Strong analysis and report-writing skills.
• Ability to work under high pressure.
• Ability to work proactively as a member of a project team or organization.
• High level of personal and professional integrity.
• Flexibility to work in Nairobi, Kisumu, or Mombasa.