Job Description

Purpose of the Role

Perform clerical support function for the Service department with specific reference to administrative support to the Technicians. Perform related administrative tasks and process steps including record keeping, filing, and data capturing.

Key Performance Areas

• Costing of all internal and external jobs
• Generation of quotes and following up with suppliers
• Arranging purchase orders for clients (PO)
• Responsible for ensuring POs are authorised.
• MIGO all supplier invoices and POs and balance to actual order request document
• Attaching jobs and invoices on mass cash portal
• Arranging payment for suppliers and customers including accounts that are blocked.
• Compile lost sales report for review and action by Service Managers
• Update invoices and Technician sold hours.
• Ordering of parts
• Follow - up on parts - ETA.
• Booking transport on the triton system for parts that needs to be transported.
• Responsible for compiling the load testing repair schedule and ensure that is accurate before sending it to managers as well as the call centre.
• Responsible for monthly invoicing of Load Test
• Arranging load test certificates for customers
• Follow - up on WIP and ensure that the work is completed and submitted.
• Compile WIP report for the Area Service Manager to action accordingly
• Responsible for accurate filling of Service documents
• Follow - up on warranty work and resolve all issues and queries.
• Arrange oils and service parts to be collected from Welkom and delivered to Lichtenburg.
• Keeping control of stock in the workshop i.e., oils, consumables, and spare parts
• STR stock lists - ensure that the stock take details are emailed to the relevant person.
• STR GRVs - inspect forklifts and email the GRV form to the relevant person.
• Phone for hour meter readings and update spread sheet.
• Process credits
• Compile payroll documents
• Arranging and updating of safety files correctly, and delivering them to all our plants
• Maintain a safe working environment (according to safety policy and procedures)

Qualification, Experience and Competencies

Minimum Qualification

• Grade 12

Minimum Experience

• Administrative experience - minimum of 1 year
• A technical background will be an advantage.
• Experience in a Service background would be an advantage

Competencies

• Self-starter with high level of initiative taking.
• Results/action oriented
• Flexible and adaptable
• Effective analysis of data
• Attention to detail.
• Customer service orientation
• Effective verbal and written communication skills
• Effective interpersonal relationships
• Computer literate - MS Office
• SAP knowledge
• Team player
• Diligent
• Ability to work under pressure

BHBW South Africa