Work-Force
Overview: We are looking for a dedicated and organized Administration Assistant to ensure the efficient completion of all administrative duties related to the area. This role involves managing quotes, scheduling jobs, and providing technical assistance to ensure smooth operations and excellent service delivery.
Minimum Qualifications and Experience:
- Education: Grade 12 or equivalent.
- Communication Skills: Excellent verbal and written communication.
- Experience: Minimum of 2 years of administrative background.
- Computer Literacy: Proficient in MS Office.
- Advantageous: Experience with Listener.
Main Duties & Responsibilities:
- Quote Management:
- Collect quotes for the allocated area.
- Check that quotes are entered into Listener.
- Assign quotes to technicians.
- Job Scheduling:
- Prioritize calls to optimize technicians’ travel time.
- Schedule jobs efficiently based on capacity and geographic location (servicing and installations).
- Contact clients to schedule and confirm appointments (including telephone technical bookings and control room booking sheet).
- Assist sales in booking technicians.
- Documentation and Reporting:
- Void aged jobs and provide pipeline figures for installations.
- Assist in sending job cards to the Johannesburg (JHB) team.
- Prepare BNS and insurance reports.
- Schedule installations for Cape Town (CPT) sales.
- Ensure all documents received from OTC are handed to the Technical Manager for technician allocation (including invoice stats).
- Follow-Up and Query Resolution:
- Follow up on Top 20, Low Battery, and Overactive lists.
- Resolve scheduling-related queries immediately and escalate complications as needed.
- Provide technical assistance to clients and assist technicians with loading radios and conducting tests.
- Follow up on all jobs and forward for same-day scheduling.
- Operational Efficiency:
- Ensure the department runs efficiently by assisting with tasks in the absence of a team member.
- Order, issue, and control stock, including assisting with stock take.
- Assist in technical invoicing and distribution of service and installation stock to technicians.
- Provide EHS (Environmental, Health, and Safety) assistance.
Skills and Attributes:
- Organizational Skills: Highly organized with the ability to manage multiple tasks efficiently.
- Problem-Solving: Resourceful in resolving issues and optimizing scheduling.
- Customer Service: Strong focus on customer service and client interaction.
- Team Player: Ability to work collaboratively with team members and provide support where needed.
- Attention to Detail: Strong attention to detail, especially in documentation and scheduling.
Application Process: To apply for this position, please submit your resume and a cover letter detailing your relevant experience and qualifications.
Join our team and play a key role in ensuring the efficient operation of our administrative functions!
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