Midrand: Service Administrator

Roles and Responsibilities Repairs and Maintenance Duties Receiving of equipment for repairs. Overseeing the preparation of the quotation information. Assist in dispatch or deliver equipment from service department. Check if machines are still under warranty before sending quotes. Provide full service to cash clients, walk in clients and account clients. Assist Reps where needed with spares related enquiries. Provide clients with service and maintenance reports promptly. Notify Service Department Manager regarding any discrepancies on service report quotations. Capture warranties and complete warranty process until warranty item is in warranty cage. Assist or forward Leads to relevant salesperson. Other duties as assigned. Admin Duties. Processing all paperwork relating to service department systems, quotations, job cards and invoicing. Responsible for communicating and reporting on departmental functions, needs and systems to service manager where needed or relevant. Assist in stock management systems and stock take as planned by Service or Logistic Manager. Responsible for allocating relevant documentation for repairs, call outs or deliveries to service staff. Responsible for departmental customer data base and information. Keeping service department neat and tidy Do quotes and invoicing as soon as possible after receiving relevant documents from technicians and clients. Assist with invoicing and pickings. Assist with invoicing and pickings for KZN and CPT. Invoice warranty claims for JHB, KZN and CPT. Prepare pickings required for same day and next day schedules. Prepare parts needed for repairs at the service department and parts scheduled for repairs at clients. Reply to all emails from clients timeously, efficiently, and professionally. Back orders must be done and updated weekly. Communicate ETA dates with Logistical Manager. Provide Service Manager with stock order weekly on parts you notice needs ordering/showing low stock levels. Ensure all machines in quote/repair bay has a job card, quotation/delivery note at all times. Ensure no machine in bay areas exceed 03 months. Ensure all demo/loan units are quoted and repaired 03 days after arrival. Ensure all demo/loan units are send first to Receiving and then to Service Dept. Ensure all demo/loan units will not leave Service Dept. without relevant documentation. Do weekly follow up on machines in bay areas. File all service reports, picking cancellations and technician trip sheets. Ensure all invoicing is up to date before month end process starts. General Duties Other duties as assigned. Customer Service. Communicating company service related or technical information to customers. Assist customers or visitors at Service reception. Answer and assist customers telephonic queries and questions. Friendly and prompt customer service at point of repair, delivery, or collection Self-Development. Responsible for self-development, maintaining and improving of skills required for position. Employment Details Employment Type: Permanent Employment Industry: Not specified Work space preference: Work Onsite Ideal work province: Gauteng Ideal work city: Midrand Salary bracket: R 14000 – 17000 Drivers License: CODE B (Car) Own car needed: Yes