Service Administration Clerk

BHBW South Africa Proprietary Limited; Durban; On-site; ZAR 180,000 - 300,000; Full time

Job summary

BHBW South Africa Proprietary Limited is seeking a capable Administrative Support person for the Aftersales department in Durban. The role involves clerical duties, data capturing, record keeping, and assisting technicians with administration.

The ideal candidate has at least 1 year of administrative experience, a Grade 12 qualification, and a technical background would be advantageous. You will interface with technicians, service managers, and suppliers to ensure smooth operations.

Qualifications

• Grade 12 is required.
• Administrative experience – minimum 1 year.
• A technical background will be an advantage.

Responsibilities

• Generate quotes and follow up.
• Cost internal and external jobs.
• Compile lost sales report for review by Service Managers.
• Keep accurate records of technicians’ labour and overtime hours.
• Update invoices and technician sold hours.
• Process Purchase Orders and ensure PO approvals.
• MIGO all supplier invoices and reconcile with orders.
• Maintain Load testing schedule records.
• Accurately fill service documents.
• Compile WIP reports for Service Managers.
• Coordinate calls, reception duties and meeting scheduling as needed.
• Check monthly billing and collections.
• Perform general administration duties.
• Support technicians and Area Service managers administratively.
• For national accounts, handle monthly hours, abuse reports, quotations, order numbers, invoicing.
• Monitor spare parts and job turnaround times.
• Maintain a safe working environment per policy.
• Strive to meet Balanced Scorecard and KPIs.
• Exhibit self-management and performance ownership.
• Follow reasonable instructions.

Skills

Self-starter

Results-driven

Flexible

Data analysis

Attention to detail

Customer service

Verbal & written communication

Interpersonal skills

SAP

MS Office

Team player

National accounts experience

Education

Grade 12

Tools

SAP

MS Office

Job description

Purpose of the Role

Perform clerical support function for the Aftersales department with specific reference to administrative support to the technicians. Perform related administrative tasks and process steps including record keeping, filing, and data capturing.

Key Performance Areas

• Generation of quotes and follow up
• Costing of all internal and external jobs
• Compile lost sales report for review and action by Service Managers
• Responsible for keeping accurate record of technicians’ labour and overtime hours
• Update invoices and technician sold hours
• Purchase Orders (Pos) for suppliers
• Responsible for ensuring POs are authorised
• MIGO all supplier invoices and balance to actual order request document
• Responsible for keeping up to date and accurate record of Load testing schedule
• Responsible for accurate filling of Service documents
• Compile WIP report for Service Managers to action accordingly
• In the regions where it is required:
  • Answer calls
  • Receive customers at reception
  • Help manager with scheduling of meetings
• Checking monthly billing and collections
• General Administration duties
• Admin support for technicians and Area Service managers
• National account – monthly hours, abuse reports, quotations, order numbers, invoicing
• Spare parts and monitoring of job turnaround times
• Maintain a safe working environment (according to safety policy and procedures)
• Achieve individual Balanced Scorecard and KPIs
• Effective self-management and performance ownership
• Adherence to any reasonable instruction

Qualification, Experience and Competencies

Minimum Qualification

• Grade 12

Minimum Experience

• Administrative experience – minimum 1 year
• A technical background will be an advantage

Competencies

• Self-starter with high level of initiative taking
• Results/action oriented
• Flexible and adaptable
• Effective analysis of data
• Attention to detail
• Customer service orientation
• Effective verbal and written communication skills
• Effective interpersonal relationships
• SAP
• Computer literate – MS Office
• Experience with National team and account.
• Team player