Marina Workshop Clerk

Organization- Park Hyatt Dubai

Summary

The Marina Workshop Clerk is responsible for providing administrative, operational, and logistical support to the marina workshop and service team. The role ensures accurate job documentation, efficient work order processing, inventory coordination, customer communication, invoicing support, and proper record management to facilitate smooth workshop operations and high levels of customer satisfaction. The Workshop Clerk acts as the central coordination point between Service Advisors, Technicians, Procurement, Finance, Marina Operations, and Customers, ensuring all workshop activities are documented, tracked, and completed in accordance with company procedures.

Main Duties:

Workshop Administration

Create & share service quotations to workshop clients

Create, Update, and maintain workshop job cards and work orders.

Open service jobs upon customer approval

Ensure all Service requests are accurately recorded in the workshop management system.

Monitor job progress and update status reports daily.

Maintain workshop filing systems, both physical and electronic.

Ensure all workshop documentation is properly archived and retrievable.

Service Job Coordination

Track Vessel arrivals, haul-outs, launches, and maintenance schedules.

Follow up on job completions timelines and notify stakeholders of any delays.

Schedule service appointments and technician allocation ad directed by management.

Customer Service Support

Receive incoming customer inqurires via phone, email and walk in visits.

Assist customers with service booking requests.

Prepare quotations and estimations under the supervisions of service Advisors.

Follow up on customer approvals and required documentations.

Maintain customer records and service history database

Support customer invoicing and payment processing activities.

Billing & Financial Administration

Prepare job costing information and compile service reports.

Ensure technician labour hours are correctly allocated to active work orders.

Verify supporting documents before invoice generation.

Assist Finance in preparing customer invoices.

Maintain records of parts consumed during service jobs.

Follow up on outstanding workshop documentation required for billing.

Workshop Documentation & Compliance

Maintain service records, maintenance histories, certificates, and inspection reports.

Ensure all workshop paper work complies with company policies and procedures

Support warranty claim administration.

Ensure proper documentation for vessel movements within the yard.

Assist during internal and external audits

Qualifications

Qualification 2/5 years of administrative experience, working with ERP systems.

Invoicing and Cost tracking

Data Entry & Document Control

Should have excellent organizational Skills

Strong attention to detail

Excellent time management skills

Multitasking capabilities

Confident Speaker

Team player