Parts Administrator M/F

Groupe CFAO; South Africa; On-site; ZAR 200,880 - 312,480; Full time

Job summary

Groupe CFAO is seeking a diligent Parts Administrator to support the service team in Africa region. The role focuses on coordinating service activities, processing invoices, and maintaining accurate Kerridge records to ensure efficient operations.

The ideal candidate has 3 years of relevant experience, strong MS Office skills (Outlook, Word, Excel), and familiarity with the Kerridge system. A tertiary business administration qualification and matric are preferred.

Qualifications

• 3 years relevant experience.
• Advanced / Expert computer literacy in MS Outlook, Word and Excel.
• Experience working on the Kerridge system.
• Maintaining and updating information on database.
• Tertiary qualification in business administration.

Responsibilities

• Schedule, plan and communicate service activity to staff and customers.
• Facilitate customer complaints and queries and report outcomes to customers.
• Ensure that the team achieves predetermined targets.
• Maintain service excellence with timely feedback to customers.
• Process invoices, create order numbers and update Kerridge records accurately.
• Provide monthly, weekly and daily reports as requested by the department manager.
• General administrative duties including quotations, filing and reports.

Skills

MS Outlook

MS Word

MS Excel

Education

Tertiary qualification in business administration

Grade 12 / Matric

Tools

Kerridge system

Job description

Administration - Administration -Assistant

Position title

Parts Administrator M/F

Contract

Contractual hours

Full-time

The purpose of this position is to assist the supervisor / team leader / foreman and team of technicians / mechanics to ensure best management practices are followed in all areas of responsibility regarding meeting key performance criteria, service delivery objectives, procedures and actions, promoting a customer-oriented service and to implement and uphold actions in line with company strategic vision.

Key Performance Areas: (Essential Duties & Responsibilities)

Overall responsibility to schedule, plan and communicate service activity to relevant staff member(s) and customers.

• Facilitating customer complaints and queries; ensure it is followed through and communicate process / result to customers
• Ensuring that team achieves predetermined targets
• Foster and maintain dedication to service excellence in every aspect of work carried out; ensure timeous feedback / communication to customers
• Processing of invoices, creating order numbers, updating of records on Kerridge system (ensuring that jobs are opened and closed as per company standards, accurate and timeous processing of invoices, generating order numbers for both internal and external customers,
• Providing scheduled (monthly, weekly and daily) and ad-hoc reports as might be requested by department manager and / or supervisor / foreman.
• General administrative duties (following up with customers for order numbers on, typing of quotations, faxing, filing, reports, etc.)
• Facilitating the parts stock, ensuring adequate stock levels, stock transfers, stock takes, etc.
• Facilitating sourcing and procurement of parts and components to ensure that the cost-effective running of the department
• Work In Progress: ensure WIP is at all times within acceptable parameters / limits.
• Debtors: overall contact person for debtor’s department – receive, distribute to foremen / product support engineer(s) and follow up on debtors queries / requests for assistance.
• Prepare and submit feedback either verbally or written to debtors department and manager/supervisor/foreman.
• Creditors: overall responsibility to ensure department creditors are managed in line with company policy and requirements:
• Check the reconciliations for outstanding invoices – follow up on those and ensure the outstanding invoices are received.
• Processed and prepared for payment; clear the purchase awaiting invoices report.
• Ensure the warranty claims process is done accurately and submitted timeously, ensure recovery of warranty claims are tracked and managed.

Profile

• Clearing accounts: monitor and address discrepancies on a monthly basis
• Audits: complete regular audits and address inconsistencies. Audit reports supplied to manager/supervisor
• Facilitating customer complaints and queries; foster and maintain dedication to service excellence in every aspect of work carried out.
• Ensure timeous feedback / communication to customers
• Ensure that Maintenance department admin personnel functions as an efficient resource for the company by continuously evaluating and monitoring quality
• Accuracy of work, implementing and driving Investors in People in line with company strategic objectives.
• Ensure effective inter-departmental and internal communication
• Assist maintenance department personnel with leave queries.

Required Minimum Knowledge, Skills Education / Training and Experience Requirement(s):

• 3 years relevant experience
• Advanced / Expert Computer literacy in MS Outlook, Word and Excel
• Experience working on the Kerridge system
• Maintaining and updating information on database
• Tertiary qualification in business administration

Required Certificates, Licences, Registrations:

• Grade 12 / Matric
• Code 8 driver's licence

Job location

Africa, South Africa

Job location

Location