About the position
General Summary: The position calls for a vibrant, passionate, and dedicated service administrator with sufficient knowledge to administer and assist the service team in scheduling repairs and maintenance to all household, commercial, industrial laundry and catering equipment distributed by Company.
Product range - HOUSEHOLD APPLIANCES AND INDUSTRIAL MACHINERY
CORE FUNCTIONS:
The Core Functions below will require a good knowledge and level of experience in the below in order for the individual to operate independently and as part of a team:
•General Administration Clerical Assistance duties supporting service.
•Service Administrator duties
•Stock Control Administrator duties supporting service.
•Technical interest where required.
•Debtors Clerk Administrator duties to support the service.
•Provide high level of Customer Service
REPORT TO: Directors and Branch Managers and Service Supervisor
General Administration Clerical Assistance supporting sales:
•Providing support to our managers and employees, assisting in daily office service needs and assist in managing the company's general service administrative activities in the branch.
•The job involves assisting and supporting a service supervisor and at team of service employees efficiently.
•Duties include filing, answering phone calls, photocopying, responding to emails, booking service calls, scheduling the technical team and other office activities. Compiling of quotes, sales orders, invoicing and logistics where required.
•Experience in working in an office environment and needs to have computer skills, strong communication skills (both written and oral).
•Other attributes include good interpersonal skills, a well-presented appearance and an organised disposition. Display a high level of appropriate conduct in the office environment. As the job holder will be required to deal with customers, they will be expected to represent the organisation positively. It is necessary to be able to operate office equipment such as photocopiers and other office machines.
General duties will include:
•Project co-ordination in service.
•Managing office service communications, e-mails, letters and documents
•Preserving office service records.
•Updating database of Business Partners.
•Gathering information
•Service Team management of call reports.
•Conducting employee training in service if required.
•Updating and managing office service procedures in service.
•Managing electronic and printed service files.
•Handling clients and internal Employees.
Service Administrator duties includes:
•Booking of Customer service calls on Service Module Praxedo.
•Scheduling of Service Calls with the Technical Team.
•Process quoted, orders and invoices via email or telephonically where necessary.
•Check data accuracy in quotes, orders, and invoices.
•Contact clients to obtain missing information or answer queries.
•Liaise with the Logistics/Technical department to ensure timely service delivery.
•Maintain and update service and customer records.
•Show interest in monthly service reports and growth opportunities.
•Communicate important feedback from customers internally.
•Stay up-to-date and show interest in new and old products sold.
Stock Control Administrator duties supporting sales includes:
•Ordering stock from internal branches for service orders
•Receiving and checking deliveries from internal branches
•Process Transfers from and to other branches.
•Reconciling Transfers and waybills.
•Recording serial numbers where applicable.
•Manage Credit Note Authorisation for returns or paperwork corrections.
•Managing Monthly stock take, and reconciliation of stock related to service requirements.
Technical interest where required includes:
•To gain knowledge of basic installation technical requirements of products sold.
•Scheduling the Technical Job repairs and installations daily with the technical department to assist with the flow of work.
•To retrieve the site readiness confirmation and communication from customers before service repairs and installations.
•Manage the paperwork and computer records in an efficient manner to keep transparent records of technical requirements for each service sale and customer.
Debtors Clerk Administrator duties to support sales includes:
•Ensuring Financial Approval and Payment terms are adhered to by customers before release.
•Allocation of payments communicated to Head Office for reconciliation purposes.
•Communicate the payment terms to customer and facilitate credit applications to be authorised by Head Office.
•Assist head office to verify discrepancies and resolve clients’ billing issues if necessary.
•Facilitate payment of invoices due by sending reminders and contacting clients before delivery or after depending on the arrangement.
Provide Customer Service:
•Prioritise answering phone calls and talking to customers regarding the company's products or services.
•Be willing to learn and become efficient by using customer service knowledge to handle difficult customers and make sure that each customer has a good experience.
Desired Skills:
- Administration
- Project Coordination
- Service
