Mechanic Plant Clerk

Responsibilities:

Maintenance and Repair Records:

• Maintain daily records of all mechanical maintenance and repair activities carried out on heavy-duty equipment, generators and other machinery.
• Record equipment breakdowns, reported faults, repairs undertaken, parts replaced and the dates of maintenance.
• Maintain individual maintenance history files for each major piece of equipment.
• Document preventive maintenance and routine servicing activities.
• Follow up with the mechanical supervisor to ensure that maintenance records are completed promptly and accurately.

Spare Parts and Materials Control:

• Maintain records of spare parts, lubricants, oils, filters, belts, bearings, screen meshes and other mechanical materials issued for maintenance.
• Record all spare parts requisitions, issues, returns and replacements.
• Ensure that spare parts issued to mechanics are properly documented and acknowledged by the receiving personnel.
• Monitor the availability of frequently used spare parts and notify the mechanical supervisor when stock levels are low.
• Assist in reconciling spare parts records with the storekeeper's inventory records.
• Report discrepancies, unexplained shortages or suspected misuse of spare parts and materials to the appropriate supervisor.

Equipment Servicing and Inspection:

• Maintain an updated schedule for routine servicing and preventive maintenance of plant equipment.
• Record equipment service dates, operating hours, next service due dates and maintenance requirements.
• Remind the Mechanical Supervisor of upcoming servicing and inspection dates.
• Maintain records of equipment inspection findings and outstanding defects.
• Follow up on reported mechanical faults to ensure that they are documented and brought to the attention of the responsible personnel.

Breakdown and Downtime Reporting:

• Record the date, time and nature of every major equipment breakdown.
• Document the time equipment was taken out of operation and the time it was returned to service, where available.
• Maintain a breakdown register showing the cause of failure, corrective action taken and materials used.
• Prepare daily and periodic reports on equipment breakdowns and maintenance-related downtime.
• Provide maintenance records to management to assist in identifying recurring faults and improving equipment reliability.

Fuel, Lubricants and Workshop Records:

• Maintain records of lubricants, grease and other consumables used for plant maintenance.
• Record fuel and oil usage where specifically assigned, ensuring that entries are supported by approved records.
• Maintain proper filing of workshop job cards, service reports, equipment inspection forms and maintenance requests.
• Ensure that all maintenance documentation is properly completed, signed where required and filed for easy retrieval.

Administrative and Reporting Duties:

• Prepare daily, weekly and monthly mechanical maintenance reports as required.
• Assist in preparing spare parts requisitions and maintenance cost summaries.
• Enter maintenance information into the company's registers, spreadsheets or approved record-keeping system.
• Report incomplete documentation, unusual expenditure or discrepancies to the Mechanical Supervisor.
• Perform other reasonable duties related to plant maintenance documentation as assigned by management.

Requirements:

• A minimum of an OND or equivalent qualification in business administration, mechanical engineering or a related field is an advantage.
• Previous experience in a mechanical workshop, quarry, mining operation, manufacturing plant or heavy-equipment maintenance environment is an advantage.
• Basic knowledge of mechanical spare parts and plant equipment is desirable.
• Ability to maintain accurate records and prepare simple reports.
• Basic computer skills, particularly Microsoft Excel and Word, are an advantage.
• Good numerical, filing and organisational skills.

Required Skills and Competencies:

• Accuracy and attention to detail.
• Good record-keeping and documentation skills.
• Honesty, integrity and accountability.
• Effective communication and interpersonal skills.
• Ability to work with mechanics, storekeepers and other departments.
• Ability to identify and report discrepancies.
• Good time management and willingness to work in a quarry environment.
• Ability to maintain confidentiality regarding company records.

Key Performance Indicators (KPIs):

• Accuracy and completeness of maintenance records.
• Timeliness of daily, weekly and monthly reports.
• Proper documentation of spare parts issued and used.
• Accuracy of equipment servicing schedules and maintenance histories.
• Timely reporting of equipment breakdowns and recurring faults.
• Proper filing and availability of maintenance documents.
• Identification and reporting of discrepancies in spare parts and maintenance records.
• Compliance with company procedures and reporting requirements.