Port Elizabeth: Service and Sales Administrator posted by Headhunters
Posted on 2025-05-22 00:00:00
| Employer | Headhunters |
|---|---|
| Category | Office Automation |
| Location | Eastern Cape / Port Elizabeth |
Job Summary
- Grade 12.
- Office Administration certificate.
- Computer Literate, good Excel
- Minimum of three years’ experience in a technical administration field.
- ERP system in a service related industry – non negotiable
- Acumatica experience preferable.
- Experience with Health & Safety files.
- Experience in internal sales, quoting and invoicing.
- Service related industry experience required.
Responsibilities:
Administration Functions
- Create templates to improve reporting and share them with other Service Administrators.
- Prepare quotes for repairs, callouts, and product sales, and forward sales leads when needed.
- Link Quotes, Purchase Orders, Invoices, and Delivery Notes in the system.
- Use installation/service reports to write client reports, including cost estimates for spare parts.
- Maintain a product database detailing customer purchases.
- Maintain an updated customer contact database.
- Coordinate job planning with regional coordinators and team leaders.
- Invoice customers.
- General administrative and filing duties.
- Ensure signed acceptance of Terms and Conditions for all accepted quotes.
- Compile safety files and project contractual documents.
- Prepare monthly safety reports.
- Arrange and coordinate training as recommended by the Safety Officer and OHSA.
Customer Service
- Ensure customer satisfaction in all interactions.
- Represent The Company professionally.
- Exceed customer expectations by under-promising and over-delivering.
- Maintain a professional appearance during client interactions.
- Provide clients with brochures and product updates.
- Identify additional sales opportunities while visiting client sites.
- Maintain customer complaint and compliment registers.
Stock and Inventory Management
- Implement and maintain correct stock levels and pricing in the accounting system.
- Maintain minimum stock levels to account for lead times.
- Conduct quarterly stock counts, investigate discrepancies, and report on stock values.
- Ensure a stock variance of no more than 5%.
Job Planning
- Prioritize installation, service, maintenance, and breakdown jobs with the Regional Coordinator.
- Prepare necessary paperwork and documentation for each job.
- Ensure correct client contact information is recorded.
- Communicate daily job requirements with service teams.
- Ensure proper documentation is submitted after job completion.
- Maintain updated customer files with invoices and proof of delivery.
- Follow up with clients as needed.
Biometric Timekeeping
- Capture, monitor, and report on biometric timekeeping.
- Address timekeeping discrepancies with team members.
- Update or remove employee information in the biometric system as necessary.
- Provide weekly and monthly reports for payroll.
- Ensure adherence to payroll procedures and track overtime vs. budget.
General Responsibilities
- Maintain a clean and organized work environment
- Ensure confidentiality of client information.
- Prioritize personal and team safety.
- Support national branches with administrative queries when necessary.
- Assist team members outside the usual scope when needed.
- Maintain professionalism, respect, and cooperation within the team.
- Lead by example and be open to feedback.
- Contribute positively to the company culture and values.
Please be advised that if you do not receive a response within two weeks of applying, you may consider your application unsuccessful.
Click Go Apply to apply online!
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