Operations Administrator Germiston

5 days ago

Germiston, South Africa DGL HR Full time

BREAKDOWN & REPAIR SUPERVISOR Employer: A prominent and stable Air Conditioning and Ventilation Company actively involved in diverse projects across Commercial, Residential, Industrial, and Retail sectors. Location: Germiston, Johannesburg Salary: R15 – R17K / month (experience dependent) KNOWLEDGE, SKILLS, AND REQUIREMENTS: Matric Own transport Some financial experience i.e. invoicing/debtors/creditors would be an advantage Minimum 2 - 3 years’ experience managing staff (advantage) Ability to work independently and in a high-pressure environment. Basic to Intermediate Microsoft Office skills, particularly Excel. High attention to detail Ability to multitask. Performance driven, with the ability to plan, organize, and execute tasks. Strong and professional verbal and written communication skills Excellent administrative and organization skills Effective planning and time management Knowledge of the HVAC industry would be an advantage. RESPONSIBILITIES: Daily: Manage and control Technicians and Technical Assistants' daily schedule and tasks. Manage and control daily customer breakdown schedule. Notify customers telephonically and via email in advance and 1 day before scheduled work, maintaining professional customer etiquette. Monitor and manage technical teams’ productivity and consumable usage to achieve a minimum of 35% GP. Monitor van stocks to prevent shortages. Maintain accurate records/databases of all Breakdown customers. Ensure department administration is accurately and legibly maintained. Accurately record, complete, and invoice Breakdown and Repair job cards in line with financial deadlines. Check accuracy of costings via Operational System from applicable/completed job card recording consumables, parts/spares/labour, etc. Ensure comprehensive completion of job cards with relevant information. Close all invoiced jobs on the same day or the following working day. Manage communication with sub-contractors to ensure accurate logging of breakdowns/repairs/installations/services. Email suppliers for quotes on required spares and parts, generating detailed quotes for customers. Follow up on quotes sent within 24 hours and escalate quotes older than 72 hours to Breakdowns HOD. Ensure completed paperwork for invoicing is submitted by 13h00 daily to Creditors Department. Monthly: Follow up on sent quotes with customers and delete quotes older than three months. Ensure month-end invoice submission is due by 12h30 on the first working day of the new month. Process open jobs not invoiced from the previous month at month end with reasons. Check technicians' fuel consumption upon receiving reports from the Debtors department. Check and balance month-end turnovers. Send all payroll-related paperwork to HR by the 20th of each month. General: Effectively manage breakdowns/admin personnel to maintain high customer service and productivity. Maintain a level of efficiency, due diligence, and respect for fellow staff members. Ensure operational system and manual administration is maintained accurately and up to date. Perform any other tasks necessary for the conduct of the employer’s business as directed. #J-18808-Ljbffr

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