Administration
Workshop Administrator
WORKSHOP ADMINISTRATOR - Lubumbashi
Sandvik Mining and Construction DRC is a Sales Unit based in Lubumbashi, within Sandvik Mining and Rock Solutions, a Business Area, a leading supplier of equipment and tools, service and support for the mining industry. We also provide solutions and expertise across a wide range of applications, including rock drilling, rock cutting, loading and hauling, tunnelling, and quarrying.
We operate sustainably and responsibly. To achieve this, we always act in accordance with our high ethical standards, putting safety first and always showing respect for the environment and the communities in which we operate.
Job Purpose
The Workshop Administrator is responsible for providing administrative and operational support to the workshop to ensure efficient execution of maintenance, rebuild, and repair activities. The role manages workshop documentation, job administration, reporting, invoicing, time sheets, work-in-progress (WIP) control, procurement coordination, and customer communication while ensuring compliance with Sandvik policies, procedures, and internal controls.
Your mission
Workshop Administration
Administer workshop jobs from creation to closure.
Ensure all job documentation is complete, accurate, and approved.
Maintain workshop records, filing systems, and asset documentation.
Support planning and scheduling activities within the workshop.
Job and WIP Management
Open, maintain, review, and close workshop jobs in the ERP system.
Monitor Work-in-Progress (WIP) and ensure timely closure of completed jobs.
Verify that jobs are assigned to the correct customer, machine model, and cost centre.
Generate weekly and monthly WIP reports for management review.
Cost Control and Invoicing
Ensure accurate allocation of labour, parts, and external costs to workshop jobs.
Process customer invoicing for completed workshop repairs and rebuilds.
Follow up on outstanding documentation required for invoicing.
Support weekly and monthly profitability reporting for workshop activities.
Timesheet Administration
Collect and validate technician timesheets.
Ensure labour hours are correctly charged to jobs.
Reconcile timesheets against attendance records and workshop schedules.
Maintain accurate labour utilisation records.
Procurement and Parts Coordination
Raise purchase requisitions and track orders for workshop requirements.
Coordinate repair and return activities with suppliers and subcontractors.
Monitor outstanding orders to prevent delays in workshop execution.
Liaise with warehouse and procurement teams regarding parts availability.
Reporting
Prepare daily, weekly, and monthly workshop performance reports.
Monitor workshop KPIs including:
WIP
Revenue
Labour utilization
Turnaround time
Job profitability
Invoicing performance
Support budgeting and forecasting activities.
Customer Support
Maintain professional communication with customers regarding job progress and documentation.
Ensure delivery notes, service reports, and invoices are distributed on time.
Support customer satisfaction initiatives within the workshop.
Compliance, Quality and Safety
Ensure compliance with Sandvik policies, internal controls, and financial procedures.
Maintain confidentiality of customer and company information.
Support Sandvik EHS initiatives and contribute to a Zero Harm culture.
Participate in audits and continuous improvement activities.
Your profile
We are seeking a highly organised and detail-oriented Workshop Administrator to support the efficient operation of the workshop through effective job administration, reporting, invoicing, and work-in-progress (WIP) management. The successful candidate will possess strong administrative and financial acumen, advanced Excel and ERP system skills, and the ability to coordinate multiple activities while ensuring accuracy, compliance, and excellent customer service.
Ideal Candidate Profile
Diploma or Degree in Business Administration, Accounting, Logistics, Supply Chain, or a related field.
Minimum 3 years' experience in workshop, service, mining, or industrial administration.
Proficient in Microsoft Excel and ERP systems (SAP, Aurora, JDE, or similar).
Strong administrative, reporting, and organisational skills with sound financial awareness.
Effective communicator in English and French with strong customer relationship skills.
Demonstrated ability to prioritise tasks, solve problems, meet deadlines, and maintain high levels of accuracy.
Self-motivated team player committed to safety, compliance, and continuous improvement.
Valid driver's licence preferred.
A glimpse of our culture
Sandvik is an Equal Opportunities employer and seeks to recruit, retain and develop staff from all sectors of the community and will ensure that no applicant or staff member receives less favorable treatment on the grounds of gender, sexual orientation, marital status, social status, caste, race, ethnic origin, religious belief, age, HIV status, disability, or any other factor that cannot be shown to be relevant to performance.
At Sandvik, we believe that diversity of experience, perspective and background will lead to a better environment for our employees, our business, and, thereby, our customers. Visit our stories hub, LinkedIn or Facebook to get to know us better.
Want to be part of our organisation?
If you are committed to innovation, customer satisfaction, and excellence in safety, we encourage you to apply online at www.home.sandvik/careers, by no later than 17 July, 2026. Job Req. ID # R0091002
Contact information
For further information about this position, please contact:
Human Resources: +243 973731776
Deadline: 17 July 2026
Job Requisition: R0091002
Note: Only short-listed candidates will be contacted. Any applicant who does not hear from us by the end of September 2026 should consider his/her application as unsuccessful.
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