Administrator

**Must be fluent in French or Portuguese or swahili**

**To administer** the rental process and maximize revenue by serving and supporting the customer through telephonic gathering of data and providing expert advice, to provide quotations and follow up support and administer the rental process.

**To coordinate** with technicians to ensure machine uptime and availability and to coordinate with drivers to deliver and collect rental equipment efficiently.

**To ensure** accurate and timeous delivery of customer invoices and statements and collection of customer’s debtors book.

**1. Position Description**

**Key performance areas (to translate into a measure of success)**
- Hire Desk Trading
- Logistics Coordination
- Service and Maintenance Administration
- Commercial Administration

**Main Outputs and Responsibilities for This Position**

**The Job is responsible for the following**:
Performance Area

Responsibility

Hire Desk Trading
- Create, send, and convert customer quotes.
- Ensure customers understand Terms and Conditions of hire.
- Ensure the accuracy of delivery venue and rental details.
- Follow up on queries, quotations, and current orders.
- Manage rental off hires.
- Communicate with and assist Sales Reps where necessary.
- Improve Net Promoter Score (CSI).
- Ensure company policies and procedures are adhered to within the branch.
- Diesel

Logistics Coordination
- Plan deliveries and collections as per customer request.
- Communicate delivery and collection plans with drivers
- Ensure the vehicles (trucks and bakkies) are inspected daiy

Service and Maintenance Administration
- Plan and distribute job cards.
- Ensure maintenance cycles are correct and maintained.
- Ensure customer is informed regarding breakdown progress and query resolution.
- Planning of technicians so SLA’s on breakdowns and maintenances so as to avoid SLA breach.
- Record items, hours and counter readings from job card.
- Raise purchase requisitions and communicate purchase order numbers with suppliers as well as follow up on outstanding payments.
- Order spares as per minimum stock levels.
- Monthly stock take of technician vans as well as main warehouse.
- Ordering and issuing of PPE.

Commercial Administration
- Follow up on expiring customer purchase orders.
- Managing COD orders and pro forma invoices
- Daily (anniversary) and monthly invoicing - ensure the correct rates and dates are billed to minimize credit notes.
- Ensure that the customer receives all outstanding invoices timeously.
- Manage the debtors book and attend to customer requests and queries.
- Allocate payments to accounts.
- Mitigate risk by identifying problematic accounts and blocking these accounts from trade. The blocking of accounts must be communicated to the sales team.
- Visit customers immediately should a customer account fall into arrears status.

General
- To ensure that a professional image is always projected.
- To ensure that the quality of service that Eazi Access Rental provides and the satisfaction of its customers, are treated with the utmost importance at all times.
- To ensure that all duties within the branch are carried out safely and in accordance with all company and legal requirements.
- To ensure that confidentiality in all Eazi Access Rental matter is maintained

**2. Job Evaluation Criteria**

**Qualifications**

Minimum

Grade 12

Recommended

Diploma in Financial Management

**Experience**
- Minimum 5 years’ rental experience
- 3 years’ office management experience

**Knowledge**
- Debtor Management
- Advanced tele sales
- Sales management
- Financial Management
- Customer service
- Rental industry
- Knowledge of work of height machinery and equipment
- Industry specific knowledge i.e. mining, construction, light & heavy industrial

**Skills**
- Administration skills
- Problem Solving skills
- Conflict Management skills
- Delegation skills
- Selling skills
- Negotiation skills
- Systems/IT skills
- Numerical skills
- Verbal skills
- Planning and Coordination skills
- Team management skills

**Behavioral Competencies**
- Perseverance
- Influencing
- Focused on results
- Contentious
- Competitive
- People Development
- Professional expertise
- Initiative & Responsibility

**Job Types**: Full-time, Permanent