Triton: Receptionist/clerk

**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 Freight ware 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
- 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