Job Description

Responsibilities

• Be the liaison/contact point between Asset Force and the Head Office
• Develop a detailed database of all the parts required for maintenance and repair of all equipment in stores
• Maintain the database on a monthly basis
• Work with AF to ensure that all parts are loaded onto AF and that the parts are linked to the correct equipment
• Work with AF to develop a part stock control functionality
• Drive 3-monthly audits to ensure that assets are allocated to the correct store
• Work with AF to implement an accurate asset transfer system to ensure that the correct location of an asset reflects on AF at all times
• Administer the transfer of assets on AF
• Implement processes for the stores, suppliers, and contractors to administer and track the movement of assets
• Drive the creation of suppliers and contractors as asset locations
• Monitor the progress of job cards on AF and alert when a job card is stuck in the process or there is any issue holding it back
• Check that job cards are correctly loaded by a store before the contractor attends
• Check that the contractor has completed the on-site entries correctly before a job card is closed
• Check that job cards have been invoiced correctly
• Drive the training of stores, contractors, and suppliers, ensuring that all parties have the required knowledge to use the system correctly.
• Identify training needs of individual users as well as companies and arrange and deliver the required training in the most appropriate manner
• Identify shortcomings in AF functionality and work with AF to address it
• Do 2-monthly audits with all users on UI, UX, and functionality and report on feedback and suggestions
• Fine-tune the training material supplied by AF to suit specific stores, contractors, and suppliers
• Ensure that all completed job cards are invoiced timeously and that suppliers and contractors become used to the process and guide them to complete it in full and on time
• Monitor all transactions on AF as they happen
• Generate detailed reports on a weekly, bi-weekly, and monthly basis for all activities on AF. Also on issues, solutions, and suggestions.
• Ensure that Finance receives all invoicing and statements on time.
• Work with AF and Finance to create an automated process.
• Do spot checks on invoicing to ensure correctness and that the required authorizations are in place.
• Deal with issues and communication that are not accommodated in AF and work with AF to implement functionality to include them.
• Do spot checks on all users' ability to use the system correctly.
• Implement an effective feedback channel for all users to report issues, and concerns and ask questions. Issues must be logged and traceable.
• Report to the Maintenance Manager with a dotted line to the COO
• Merge with the activities and goals of the Maintenance Department with the view to work as a coordinated unit.

• Grade 12
• 4 years of Asset Administration experience
• 4 years of experience with multiple branches (+50)
• Asset force and Advance Excel experience
• Own car - travel necessary
• Only SA Citizens will be considered

Kencorp Executive Search