Receptionist/Clerk

Triton Express Ltd's job vacancy, Career and Recruitment

Job title : Receptionist/Clerk jobs in Gauteng

Job Location : Gauteng, Cape Town

Deadline : May 03, 2024

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RESPONSIBILITIES:

Providing a telephone service to clients and staff by...

Answering in-coming telephone calls, responding, and redirecting as required
Taking / delivering telephone messages timeously
Greeting clients, handling queries, providing information, and resolving issues, as is appropriate
Liaising with Telkom / Alcatel regarding specific requirements and maintenance needs
Sourcing telephone numbers and making outgoing calls as requested

Maintaining the reception area and receiving visitors by ...
Monitoring / reporting on the cleaning and presentation of the reception area
Greeting customers, receiving parcels, etc and distributing
Supervising correspondence collections by clients
Providing information, directing clients, and responding to queries

Delivering client support services by...
Conducting customer services level survey by making telephonic contact, questioning, and recording responses
Preparing freight quotations by requesting and processing freightware data (A/c no., area (senders & receivers), service levels, quotations, dimensions, weights, and insurance requirement) and faxing printed quotation(s) to clients
Investigating / resolving freight queries / problems through waybill and discrepancy report reviewing, verification, determining status and communication with clients
Reconciling customer statements against master lists and processing distribution thereof
Liaising with clients as and when required

Administering operational procedures by...
Maintaining / supplying driver stationery
Administering discrepancy manifest in terms of collating all discrepancy reports to master records (excel); contacting and advising clients; communicating with branches viz misrouting; checking scanning details; updating master record information; recording bay schedules in master report; reviewing endorsed waybills viz claims and administering claims procedure
Monitoring third party agent POD's by printing outstanding POD report (by days) and verifying status; marking-off on dispatch trip sheets; resolving queries and faxing waybills
Preparing waybills awaiting POD's / waybills awaiting delivery reports, investigating / reporting on problem

Assisting with and monitoring delivery and collection procedures by...
Responding to delivery / collection clears and resolving queries / problems as indicated
Liaising with clients regarding delivery and collection information / data and instructions
Establishing / verifying client and collection data
Processing collection orders and generate collection registers
Generating collection quotes and faxes to clients on request
Confirming collections placed from other branches

Providing adhoc administrative assistance by...
Recording / generating collection quotes, registers, and fax to clients on request
Confirming collections placed from other branches
Assisting with cheque collections through telephonic client enquiries

Processing freightware systems data (modified waybills) by ...
Capturing waybill details (account number(s), service levels, dimensions, and weights, etc.) and allocating waybill depot destination
Verifying entered data and recording line-haul manifest
Correcting scan manifesting (if necessary) by cross checking retained manifest to waybills awaiting reports

Processing proof of delivery documentation...
Capturing POD's in Freightware system, noting discrepancies to Branch Sales Manager
Submitting endorsed POD's to Branch Sales Manager
Remitting POD's to Durban office daily / monthly

Processing "cash on delivery" banking by...
Receiving COD cash and preparing bank deposit documentation
Receiving COD cheques and preparing bank deposit documentation
Reporting bank deposits daily to Head Office
Reporting daily current and dated outstanding COD's to Durban Office

Providing administrative assistance by ...
Monitoring stationery stock (weekly) advising admin
Supervisor each Friday of replenishment requirements and placing orders with Head Office
Compiling monthly stationery reconciliation and submitting to Head Office
Controlling 'received' Nedfleet petrol card slips (daily update), preparing monthly reconciliation of petrol slips, and submitting to Head Office
Updating diesel sheets on a daily basis and submitting monthly to admin Supervisor, further advice weekly km's for McCarthy diesel's fleet
Undertaking all general filing and assisting with the copying of creditors' invoices and orders

REQUIREMENTS
Grade 12 minimum ( Matric )
1-2 years reception / general clerical experience
Computer literate – MS Word, Excel, Outlook – or similar e-mail system
A good understanding of the Freightware management system – or similar
A basic understanding of warehousing / store procedures
Ability to work under pressure & work unsupervised the majority of the time
Ability to communicate both verbally and written on all levels – both internally and externally
Ability to work as a team player
Ability to communicate fluently in both English and Afrikaans
Good time management – meeting specific deadlines
Prepared to work outside normal working hours – as and when required
Attention to detail at all times – accuracy
Excellent listening skills
Self-motivated & reliable
Presentable and of a professional manner at all times
Own reliable transport to and from work
Work hours 7h00 – 17h00
Willing to work overtime according to client and company needs

*Administrative / Management jobs in south africa
*Receptionist/Clerk in Cape Town

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