Freight Forwarding Operations Workshop Manager

KEY RESPONSIBILITIES
• Oversee and coordinate all day-to-day workshop administrative operations, including procurement, inventory management and control, job planning, and preventive maintenance scheduling.
• Lead daily workshop coordination meetings with the Workshop Administrator and Foremen to plan activities, monitor progress, identify operational challenges, and implement timely corrective actions.
• Supervise and ensure effective utilization of workshop management systems (MAXIMO and/or other approved systems), ensuring accurate and timely data entry and system integrity.
• Conduct regular stock counts (minimum quarterly) in collaboration with the Finance Department; reconcile physical inventory against system records, analyse variances, and implement corrective action plans with documented justifications.
• Manage the procurement of spare parts, tyres, oils, and lubricants, including full responsibility for international procurement, ensuring cost effectiveness and adherence to quality standards.
• Ensure proper control, monitoring, and accountability of all Local Purchase Order (LPO) books issued to the workshop in accordance with company policies.
• Manage and control the workshop petty cash float in line with approved financial procedures and internal control requirements.
• Establish and maintain regular benchmarking exercises to evaluate spare part pricing and supplier competitiveness.
• Identify, evaluate, and appoint vendors through a compliant and transparent process, and negotiate competitive pricing and favourable credit terms to the company’s advantage.
• Prepare and submit accurate weekly, monthly, and quarterly operational and performance reports in line with management requirements.
• Serve as the designated Super User for workshop management systems, providing oversight, system governance, and user support as required.
• Assist in preparing and reviewing Standard Operating Procedures (SOPs) aimed at strengthening workshop controls and security measures, reducing operational costs, and improving workflow efficiency.
• Assist in monitoring, analysing, and reporting discrepancies or anomalies, including but not limited to cost per unit, spare parts pricing, and usage variances.
• Apply sound mechanical knowledge of machines and equipment to support workshop operations.
• Ensure proper handling, storage, and control of spare parts.
• Effectively delegate tasks and follow through to completion to ensure operational efficiency.
• Maintain high standards of housekeeping and ensure compliance with workshop Quality, Health, Safety, and Environment (QHSE) standards.
• Perform any other duties as may be assigned by management in line with the role.

Profile

• Minimum of 5 years’ experience in administration, workshop, automotive, or a similar industry.
• Training in Engineering or Mechanical disciplines is preferred.
• Computer literate with working knowledge of standard office applications.
• Proficient in written and spoken English.
• Ability to work independently with minimal supervision.
• Proven ability to manage and supervise a team.
• Strong communication and report writing skills.
• Natural leadership ability.
• Strong decision making skills.
• Team player with the ability to collaborate across functions.
• Resilient and able to perform effectively under pressure.
• Highly organized with strong planning skills.
• Open minded and adaptable to change.
• Strong administrative and follow up skills.
• Ability to motivate and drive a team toward common objectives.
• Proven record of supervising and developing team members.
• Knowledge of URA Customs procedures.
• Good understanding of Electro Hydraulic Systems.
• Strong computer skills, particularly in Microsoft Excel, Word, and SPSS.
• Experience using Fleet Management Systems (Telematix preferred).
• Minimum of 5 years’ experience managing a fleet of more than 20 trucks.