Overall Purpose of the Job:
Ensure effective completion of all administration duties pertaining the area.
Minimum qualifications and experience:
Grade 12 or equivalent
Excellent verbal and written communication
Minimum of 2 years admin background
Computer literate - MS Office
Experience with Listener - advantageous
Main duties & Responsibilities:
Incumbent has to collect quotes for allocated area.
Check that quotes are on Listener.
Assign quotes to a technician.
Prioritize calls to optimize travelling time for technicians.
Schedule jobs efficiently according to capacity and geographic location (Servicing and Installations)
Contact clients schedule appointment and confirm time (Including telephone technical bookings and control room booking sheet)
Assist sales in booking technicians
Voiding of Aged jobs and giving pipeline figures of installations
Assisting JHB in sending job cards
BNS and insurance reports
Scheduling installations for CPT sales
Ensure that all documents as received from OTC are handed to the Technical Manager for allocation to technicians. (Invoice stats to Technical Manager)
Follow up on Top 20, Low Bat and Overactive list
Resolve all queries related to scheduling immediately and escalate complications.
Assist technicians, loading of radios and putting on test
EHS Assistance
Technical assistance to clients
Follow up on all jobs with forward for scheduling the same day.
Ensure department runs efficiently by assisting to relieve in the absence of a team member.
Order, Issue and Control Stock / Stock Warehouse responsibilities - assist with stock take
Assist in Technical invoicing
Distribution of service and installation stock to Technicians.
General Admin
Coordinate meetings as required
Taking Minute taking, agendas, typing and distribution of minutes/correspondence from the OPS department
Maintain the Manager's diary
Maintain the Manager's filing system
Coordinate and book all operational travel & accommodation
Compiling of reports: Weekly & Monthly
Screen all documentation / correspondence for the Manager (except personal), prioritize it and obtain required information.
Answer and screen all calls to the Manager