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Service Department Administrator/ Clerk
3 weeks ago
3years
- All administrative duties for the Service Department
- Ensure that all reporting and administration is kept up to date
- Attend departmental meetings and take minutes as required
- Perform other related duties as assigned for the purpose of ensuring the efficient, effective functioning of the work unit and successful completion which will be required from time to time
- Receive office notifications of repairs and prepare quotations for repairs and re-certifications
- Provide excellent customer service by meeting and exceeding the client requirements as per their requests
- Provide customers with quotations
- Handle queries and resolve problems
- Determine customer service requirements by maintaining contact with customers
- Assist the Service Manager in planning and scheduling preventative maintenance on customer premises / laboratories
- Coordinate and schedule resources for service requests
- Jointly responsible for the scheduling / allocation of jobs
- Co-chair weekly meetings with the service department personnel
- Check with each technician at the end of the day and note all issues require priority attention
- Manage and monitor all technician’s daily activities
- Ensure technicians follow the correct procedures, policies and documentation requirements
- Assist the Accounting officers in consolidating invoices
- Job scheduling and planning for national and international customers (including liaising with the Travel Administrator to facilitate Service Department travels)
- Issuing of work instructions to Technicians two days prior to commencement (clear instructions regarding work scope and equipment needed)
- Liaise with the Service Technical Manager when any technical issues arise from clients or technicians
- Generate test reports from supplied test results including reporting thereof
- Participate in maintaining the quality management system and accreditation
- Call clients once a quotation has been sent to confirm receipt
- Generating costing spreadsheets for services and freight requests
- Plan service trips (including maps and distance)
- Order requisitions
- Update tracker daily (quotes, PO’s, sales orders, requisitions etc.)
- Provide job numbers
- Follow up on quotations that do not have purchase orders issued
**Qualifications and Experience**:
- Grade 12
- 3 years experience in an administrative role
- Strong data capturing skills
- Ability to pay strong attention to detail
- Excellent organizational skills
- Extensive report writing skills
- Excellent communication skills and excellent telephone etiquette
- Strong problem-solving skills and the desire to come up with practical solutions
- Ability to work in a highly pressurized environment
- Valid driver’s license
