Field Service Administrator/Service Coordinator – Centurion

1 week ago

Centurion, South Africa Guardian Recruiting (Pty) Ltd Full time
This incumbent will be responsible for the administration and coordination of back-office support to the Service Team, based in Centurion

Job Specification
Responsible for the administration and co-ordination of back-office support to our Service Team
Reporting to the Service Manager and working closely with the Finance Director and Business Relationship Manager

Field Service Admin Support
In office support for the operations of the Service Department
Provide logistical support by managing service calendars  Assisting in the planning and co-ordination of individual work schedules
Costing of the service or breakdown job on receipt of the job card from the technician for Management approval
Requesting order numbers from clients, for the work done
Keeping abreast of outstanding order numbers on service and breakdowns
Following up with clients regularly to ensure invoicing can be done on time within same month of job where possible
Receiving order numbers from clients and checking values are correct before invoicing
Escalating any outstanding jobs to the Business Relationship Manager for which clients are not forthcoming with the order number
Preparing the invoice with the correct value, order number and details and sending it through to relevant client and accounts persons, as well as the Finance Department
Filing of all paperwork, including invoices relating to the service job
Ensuring that the Business Relationship Manager is notified once a job has been invoiced so that the necessary updates may be done on CAS
Tracking CAS Open Job Cards Report and following up with service technicians to ensure job cards are submitted timeously
Tracking internal deadlines for report submission and info to client post service job or breakdown and ensuring / assisting technicians can meet the deadlines
Collaborating with Service and Spares on outstanding spares orders for service jobs awaiting date finalisation
Co-ordination of paperwork and submission of any work visas required for the service technicians to work outside of South Africa
Assisting technicians with fine tuning wording and templates of quotes, reports and findings on site, with inclusion of photos of good descriptions and action plans
Allocate supplier / sub-contractor invoices to corresponding service jobs before Management signs off for payment
Prepare Service Meeting notes, such as Agenda and Minutes, and circulate to relevant parties
Assisting Service and Operations Manager with scheduling of coaching and training of service technicians and obtaining relevant quotes where required
Liaising with overseas suppliers on any service related warranty issues
 
Office Administration
Maintaining and purchasing of office stationery and kitchen supplies
Obtaining quotes for office equipment and furniture for approval by Management
Receiving visitors at the office and offering refreshments
Planning and co-ordination of all branch activities, such as team building events and office functions

Minimum Requirements
Matric or Equivalent
Hardworking, organised individual with good communication skills
High level of accuracy
Fluent in English and must be able to communicate in Afrikaans
 Must have valid driver’s licence
Computer literacy in MS Office (Word and Excel), Microsoft Outlook and Internet Explorer
Ability to work alone and as part of a team, and accept directives from various members of the Management Team
Basic understanding of a technical service environment
Previous experience in a CRM system would be advantageous
2-3 years experience in a similar field
Vibrant, experienced, and organized individual with strong administrative skills
Attention to detail

Kindly note that by submitting your application for this career opportunity, you agree that Guardian Recruiting may use your application for the purpose of the recruitment and selection of the said position, and this information may be shared with the relevant stakeholders in the business.

Please note that only short-listed candidates will be contacted.
Should you not have heard back within a two-week period, please assume that your application was unsuccessful.

All job postings are in accordance with our Client's BEE requirements. Please only send certificates when requested to do so.

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