Technical Co-ordinator

3 weeks ago

Midrand, South Africa JenRecruitment Full time

**COMPETENCIES**:

- Very strong administration and co-ordination skills.
- Excellent communication skills internally and externally.
- Excellent organisational skills.
- Attention to detail and accuracy.
- Ability to perform excellent customer service duties.
- Strong interpersonal and problem-solving abilities.
- Forward thinker, anticipating change and reacting to this effectively.
- Digital systems will be used, and one is required to have an understanding (training will be provided).
- HAVING appreciation for accountability and keeping good systems in stock levels and all procedures.
- Handles pressure and criticism well, stays calm and collected.
- Follows protocol and encourages other to follow suit.
- Quick critical thinking and problem-solving skills.
- Organised with time management skills.

**REQUIREMENTS**:

- Grade 12.
- **2 - 3 years’ experience in a technical administration role.**:

- **Working knowledge of Sage Pastel, MS Office, especially Excel and Word.**:

- Prior experience of having worked in a workshop and technical department is advantageous.
- Solid administration and some bookkeeping experience is important.
- Ability to work under pressure.

**KEY PERFORMANCE AREAS**:
**Co-Ordination**:

- Planning all work to be done in advance so that optimal routing of technicians can take place and all customer queries are promptly attended to.
- Routing technicians and ensuring that they reach the customer as per the 8 hour turnaround service level.
- Ensure routing is completed by 3 pm each day.
- Ensure Technicians have the relevant spares to perform repairs.
- Scheduling call outs of technicians in a logical and timely manner that ensure all customer queries are promptly attended to
- In conjunction with Sales Co-Ordinator, scheduling of demonstrations, installations and set ups to be handled by the technical department.
- Making follow up calls to clients to ensure that their needs have been fully and professionally met.
- Ensuring that all Monthly Maintenance and Monthly Bean routings are performed accurately and as early as possible within each month.
- WORKSHOP TURNAROUND = 4 machines per day.
- ROAD TURNAROUND = 5 customers per day.

**Administration**:

- Logging all call outs.
- Opening job cards for technical job - workshop and road.
- Managing and co-ordinating all job cards to ensure they are opened and closed promptly after completion of the technical job. Collect all signed job cards and POD’s from Road and Inhouse Technicians daily.
- Ensure that all notes are actioned on job cards from customers and Technical Manager before closing the job card.
- Process all invoices resulting from job cards assessed by Technical Manager.
- Manage and process the spares book to track all spares taken from stock for technical use.
- Invoice spares book by the end of each week.
- Track all machines taken from stock for set up in technical department.
- Ensure all Into Technical Forms are processed by Financial Manager before machines are put back into the machine warehouse.
- Ensure all customers are invoiced that do not have a SLA or contract with the company.
- Preparing and issuing technical invoices for call outs and parts that have been replaced.
- Performing journaling for all transactions within the technical department.
- Receiving and following up on all site staff to get monthly stock takes and machine readings for per cup billing.
- Capturing the site stock take and readings to facilitate the monthly billing.
- Filing of job cards and invoices.

**Reporting**:

- MB/MM monthly report to be submitted to Financial Manager with reasons for non-delivery.
- Compile and submit weekly Road job card report to Technical Manager, highlighting issues.
- Submit monthly Road job card report of repeat call outs to Technical Manager, highlighting issues.
- Compile and submit weekly Workshop job card report to Technical Manager, highlighting issues.
- Submit monthly Workshop job card report to Technical Manager, highlighting issues.
- Submit monthly site stock takes and readings for billing.

**KEY PERFORMANCE INDICATORS**:

- Quarterly KPI meeting with Technical Manager.
- Weekly / Monthly reports submitted timeously.
- Ensure all issues from customers are attended to within a maximum of 8 hours.
- Ensure all MM/MB are delivered as early within a month as possible.
- Completion of site stock take and readings before the requested cut-off dates per client.
- Planning all demonstrations to occur within 1 day of request date.
- Planning of all installations within 3 days of requested date.
- Time and attendance.
- Ensure the Code of Conduct is always upheld.

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