Capital Equipment Administrator

About the position

To ensure that the capital equipment administrator function operates efficiently and effectively, and quotes and tenders are processed and submitted timeously, supporting the Marketing Department, and working symbiotically with Medical Master, whilst assisting with ad hoc administration tasks as needed, and to work within the Company’s Quality Management System framework.
REQUIREMENTS:

• Matric
• 3-5 years experience in a similar role

DUTIES:
Equipment Service / Repairs (Primary Duties)

• Processes all service/ repair quotations.
• Generates all service/ repair invoices.
• Maintains Goldmine concerning all servicing and repairs.
• Maintains Equipment Parts Pricing and Costing files and updates are done where necessary.
• Update servicing reports for Nuts & Bolts
• Preparing the monthly servicing quotation reports
• Managing outstanding orders in reference to Job cards & invoicing to customers and ensuring the relevant sales rep is included with communications.
• Issuing of installation/commissioning/servicing certificates to customers
• Captures and reconciles the Medical Master invoices (matching of job-cards/quotes/invoices)
• Costing of SLA’s and completion of SLA agreements
• Keep record of all active SLA and ensure that these are captured timeously on Macola.
• Bi-monthly review of spares Re-Orders Reports with PM’s/MM to ensure adequate stock on hand.
• Places all orders for Equipment Parts with Procurement & Logistics Supervisor
• Completion of New Product forms for all new spares stock required.
• Completion of all tender documentation for CE & Service/Repairs (manages the entire Tender Process)
• Compile a monthly tender report and submit to the team.
• Managing the Office Administrator to ensure all service and repair quotes are completed timeously and all other admin tasks are conducted effectively & efficiently.
• Function as a 2nd check in the absence of the 2nd CE Warehouse staff.
• Assisting with the reconciliation of the daily/annual stock counts of spares/demo
• Issuing of any demo/loan equipment requested and ensuring loan forms are completed and returned for filing purposes.
• Review the demo/loan file bi-monthly to ensure that paperwork remains in order, especially on extended demo’s/loans.
• Ensures that Equipment is cleaned by warehouse after each demo and before it is sent out on next demo.
• Responsible for ensuring that the demo room is well maintained

Capital Equipment (Support Function)

• Process all Capital Equipment quotations and forward to Customers.
• Responsible for linking of all quotes within Goldmine.
• Maintains Capital Equipment Pricing and Costing files and updates are done where necessary.
• Makes sure that the Company has adequate stock of Capital Equipment literature, brochures etc.
• Places all orders for Capital Equipment with Procurement Supervisor
• Follows up on outstanding Capital Equipment orders and communicate this to the relevant Sales Reps
• Manage large amounts of incoming phone calls/emails requests.
• Controls Inventory of Capital Equipment
• Process all orders received from Customers on Macola

Health & Safety and Quality Standards (Primary Responsibilities)

• Assist in maintain the Health & Safety principles of the organization.
• Work within the Company's Quality Management System
• Ensure that the appropriate QMS documentation is always used, and that document version controlled and maintained.
• Documentation of NCA’s and AR’s where relevant
• Best Practices – Improve processes and policies in support of organisational goals. Formulate and implement departmental policies and procedures to maximise output. Monitor adherence to procedures.
• Administrative excellence

Desired Skills:

• tenders
• procurement
• sales administration
• capital equipment administration
• medical equipment