Administrator

2 weeks ago

Wynberg, 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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