Reports To : Aftermarket Manager
Main Responsibilities / Functions of Job:
To provide administrative support to the Service departments by:
• Compiling Service and workshop quotations and confirming that all necessary details are available and correct before processing the request.
• Obtaining orders for service from Customers when required.
• Following up on all pending quotations on a regular basis.
• Opening all Service Jobs.
• Loading parts required for work on service jobs and continuously following up on parts availability with logistics staff.
• Loading and sending orders for external service providers.
• Expediting parts required for service work to be available when required.
• Confirming time sheets and ensuring that all labour hours reflects in the SAGE system.
• Closing service jobs once completed and invoicing work in accordance with customer orders and quotations. Run weekly SAGE report on open jobs and close if complete.
• Investigating and resolving service admin queries, such as invoice queries.
• Any other service related administrative duties as required.
• Update and maintain customer contact and equipment data information to ensure high data quality.
• Take an active part in suggesting continuous improvements to work flow, working processes and procedures.
• Ensure that all registers are kept up to date on a daily basis as required.
• Transport co-ordination of units for timely delivery
• Assist with internal sales and “walk-in” customers
• Monthly Invoicing and follow up on outstanding payments
• Liase with customers to ensure that equipment is delivered on time
• Preparing rental contracts for customers and following up on orders
• Processing documentation for cross border work
• Assisting sales consultants with customer queries and quotes
• Assisting Debtors with queries
• Data Capturing, reporting, recons and utilization
• Opening of new customer accounts (credit apps)
• Opening of accounts for the company with suppliers
• Processing of vendor application forms
Accountability (Main performance evaluation factors for job):
To adhere to all administrative processes to ensure that the company business objectives are met