Finance and Admin

Industry: German Automotive Mechanics

Salary: 35,000 - 40,000 Ksh.

We are seeking a highly organized and proactive Secretary with a solid background in accounting, customer service, and record-keeping to join our team in the German car mechanics industry. The ideal candidate will act as the cornerstone of our office operations, providing administrative support while ensuring seamless coordination between customers, mechanics, and management. This role demands attention to detail, strong interpersonal skills, and familiarity with the specific needs of the automotive repair industry, particularly for German car brands.

Key Responsibilities

1. Administrative Support

● Manage daily office operations, ensuring efficiency and professionalism in the workplace.

● Schedule appointments and coordinate calendars for customers and mechanics.

● Draft, edit, and distribute correspondence, reports, and other documents as required.

● Maintain a clean and organized office environment.

2. Accounting and Financial Duties

● Handle accounts payable and receivable, including invoicing and payment follow-ups.

● Monitor budgets and prepare financial reports for management.

● Process payroll for mechanics and other staff.

● Ensure compliance with tax regulations and assist in preparing documentation for audits.

● Reconcile financial records and maintain accurate accounting ledgers using accounting software (e.g., QuickBooks, SAP).

3. Customer Service

● Greet customers, answer phone calls, and respond to inquiries via email or other communication platforms.

● Provide detailed explanations of services, costs, and repair timelines to customers.

● Resolve customer complaints or escalate them to the appropriate personnel.

● Ensure a high level of customer satisfaction by providing prompt and courteous service.

4. Record-Keeping and Documentation

● Maintain detailed records of vehicle repairs, customer history, and warranty documentation.

● Organize and archive invoices, receipts, and supplier contracts.

● Ensure all records are stored securely and in compliance with GDPR and other regulations.

● Regularly update databases and filing systems for easy retrieval.

5. Coordination with Technical Teams

● Liaise between mechanics, suppliers, and customers to ensure timely delivery of parts and completion of services.

● Keep the workshop informed of customer schedules and special requirements.

● Manage inventories of spare parts and office supplies, coordinating reorders when necessary.

Qualifications

Educational Background

● Bachelor’s degree in Business Administration, Accounting, or a related field (preferred).

● Relevant certifications in office management or bookkeeping are a plus.

Experience

● At least 3-5 years of experience as a secretary or administrative assistant, preferably in the automotive industry.

● Proven experience in accounting and financial management.

● Customer service experience with a focus on client satisfaction.

Skills

● Proficient in accounting software and Microsoft Office Suite (Excel, Word, Outlook, etc.).

● Familiarity with CRM tools and automotive repair software is a plus.

● Strong organizational and multitasking abilities.

● Excellent written and verbal communication skills.

● Fluency in English is required; knowledge of German or other languages is a strong advantage.

Personal Attributes

● High level of professionalism and discretion.

● Problem-solving mindset and ability to work under pressure.

● Attention to detail and commitment to accuracy.

● Positive attitude and willingness to learn.