Administrator

2 weeks ago


Wynberg, Western Cape, South Africa Sheli Placements Full time
Manage jobs and follow up with the respective sales rep that is responsible to ensure job completion.

  • Ensure jobs are scheduled well in advance, build up a full two month schedule well in advance.
  • Make sure all spares, parts, consumables are ordered and available for open Work Orders.
This will include ensuring we have a constant supply of:
service labels, pressure test stickers, ceals and any other materials.

  • Make sure all projects are managed correctly and ensuring subcontractors invoices and suppliers invoices are captured on that specific job before job completion and invoicing to the client.
  • Manage Technicians in time and ensuring they upload signatures and pictures to te appropriate jobs.
  • Staying on top of the "Unscheduled list" to ensure scheduling, payment, ordering, and communications are being done, this includes deposit invoices and progress payment invoices.
  • Assisting both clients and staff on active jobs to ensure clear and proper communication between all parties.
  • Make sure all recurring jobs are being managed properly to include
  • Forms
  • Reports
  • Asset registers
  • Problem solving, resolving on the job issues and customer complaints
  • Monthly feedback on annual reminders send and keeping on top of the responsible rep to ensure we get the go ahead from the client for the annual service.
  • Keep ontop of techs jobs for commissions and month end.
  • Ensure we are implementing servicem8 updates for eg:
  • Job categories
  • Job templates
  • Services description
  • Bundles
  • Forms
  • Assets
  • Sections in quotes and invoicing
  • Features and integrations
  • Train all staff on servicem8 updates
  • Ensure technicians are attending weekly training on saqcc standards & regulations
  • Keep constant maintenance on materials and services on servicem8 to ensure they are accurate and not made up by the technicians.
  • Manage the invoicing from servicem8 to xero
  • Manage servicem8 online bookings
  • Taking online bookings
  • Ensuring the correct jobs are opened as recurring jobs not as normal jobs
  • 3 year service of sprinkler valve
  • 6 month or 12 month service of smoke detection depending on the client
  • Annual service of pump house
  • Monthly pump house test
  • Weekly pump house test
  • 6 month or 12 month service of gas suppression
  • Basically there must be on the job skill such as communication, problem solving and being able to work independently as well as a team.
  • Debtors

Wendy

Palesa
Solving problems

Strategizing

Practical leadership skills

Decision maker

Yisroel

  • Clear Communication both written and verbal
  • Must be IT/software systems orientated
  • EXCEL proficient
  • Open source software familiarity a bonus
  • Must have very basic knowledge of bookkeeping/accounting (invoicing, ordering)

Salary:
R16 000,00 - R18 000,00 per month

Experience:

  • Administrative office procedures, practices and equipment: 5 years (preferred)


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