Call and Incident Coordinator

University of Fort Hare; Midrand; On-site; ZAR 180,000 - 260,000; Full time

Job summary

University of Fort Hare is seeking a Call or Incident Coordinator to be based full time at our Midrand offices. The role involves managing incidents and requests from initiation to completion, ensuring clear communication to all parties, driving results, and maintaining a customer-focused approach.

Strong understanding of hardware breakfix processes and strict SLA adherence are required. The successful candidate will coordinate multiple tasks in a fast-paced environment, handle data entry and

Qualifications

• Matric & ITIL Foundation.
• Relevant IT qualifications pertaining to the customer service industry.
• 2+ years’ experience in a service desk role.
• Proficient in English and data entry.

Responsibilities

• Understand ordering and tracking of parts.
• Understand Engineer scheduling processes.
• Knowledge of parts shipping procedures and systems.
• Contribute to positive customer satisfaction.
• Manage incidents and requests to meet SLAs.
• Communicate effectively with customers and internal teams.
• Act as SPOC for users and coordinate closure of incidents.
• Ensure all IT incidents are logged and updated promptly.

Skills

Customer service

Verbal communication

MS Office

Data entry

Education

Matric

ITIL Foundation

IT qualifications related to customer service

Tools

Microsoft Office

Job description

We are looking for Call or Incident Coordinator to be based full time at our Midrand offices. The Incident Coordinator will responsible to manage and coordinate incidents and requests from initiation to completion. The Call or Incident Coordinator is responsible for successful communication to various parties, driving results, verification and capturing of information into the Service Desk Application, and most importantly, displaying a customer focused approach. This Role requires a good understanding of hardware breakfix processes. Service Level Agreements play an important part for this role as this creates strict timelines for a Service Desk Agent to work within.

Requirements:

• Matric &ITIL Foundation
• Relevant IT qualifications pertaining to the customer service industry
• 2+ years’ experience in a service desk role
• Ability to effectively handle multiple tasks in a fast-paced environment
• Demonstrated verbal communication skills and ability to convey information clearly and effectively
• Must have the ability to drive results.
• Must be customer-centric
• Must be able to use Microsoft Office
• Proficient data entry skills
• Proficient in English

Responsibilities:

• Understand ordering and tracking of parts
• Understand Engineer scheduling processes
• Knowledge and/or undertraining of parts shipping procedures and systems
• A key responsibility of this role is ensuring that an ongoing contribution toward positive customer satisfaction is achieved.
• A Service Desk Agent is responsible for the management of incidents and requests in order to achieve Service Level Agreements.
• Effective verbal and written communication to the customer is a primary requirement for this role. This role must be available to the customer and must ensure that vital information is communicated to the customer.
• A Service Desk Agent is responsible to drive various resolver parties internally and externally toward achieving resolution within SLA. This extends to the management and coordination of a request until total closure.
• Adherence to call lifecycle processes and procedures.
• Ensure the phone is always answered timeously and in a professional manner
• Display professional, helpful, responsive behavior and willingness to assist the users at all times
• Ensure 98% of all calls are answered within 30 seconds.
• Update the call at least once a day with all correspondences and actions to ensure a complete audit trail for future reference
• Provide a professional and efficient communication between the business and the customer
• Ensure the call classification matches the call description
• Ensure detailed and accurate solution is captured into the call when resolving the call
• Responsible for taking ownership of all incidents that are specifically logged and therefore, are required to manage the incident during the incident lifecycle
• Act as the single point of contact (SPOC) for the user even if the incident is reassigned to other functional levels such as 2nd Level, Field Service Engineers etc.
• Ensure that all IT incidents are logged, without exception
• Record details of all incidents, timeously and accurately paying particular attention what the actual issue
• Must assign the incident and ensure incident resolution process begins
• Track and update incidents via the activity history entries
• Responsible for escalation for P1 incidents via Voice communication, email, SMS etc.
• Take ownership if any incident that have been re-assigned to you
• Responsible for escalation of incidents to IT internal management or to external 3rd Party Management if required to resolve and restore the Service affected
• Responsible for providing the user with regular feedback on the progress of the incident
• Responsible for ensuring that activity history updates within Call management system records the activities taken during the incident life cycle to reach a resolution
• Responsible for ensuring that all details captured into call management system are accurate, error free and clearly highlights what the impact is / was to the user
• Responsible for following up of all reassignments to ensure that incidents do not breach
• Monitor the progress of all incidents assigned and ensure that all steps are taken by the right resource to resolve the incident before it breaches
• Must be able to communicate well with various groups of people