Service Administrator & Coordinator

GEA Group; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

GEA is seeking an administrative quotes coordinator to support the Service Business in Cape Town. You will generate quotes from RFQ data, verify spares, labour, and margins, and ensure timely submission to customers.

You will liaise with Service Managers, Planners and procurement, upload documents to the Central Admin Quotation folder, and follow up on sent quotes to secure clarity on next steps. This role requires Grade 12, strong Excel/Word/Outlook skills, attention to detail, and the ability

Qualifications

• National Senior Certificate (Grade 12) is required.
• Previous administrative experience in a Service or similar environment is preferred.
• Proficient in Microsoft Excel, Word and Outlook.
• Strong numerical and administrative accuracy.
• Ability to prioritise and manage multiple tasks.
• Able to work with Service Managers, Planners, and customers.

Responsibilities

• Generate quotes based on RFQ information and discussion with FSE/Customer.
• Check quotes for correct spares, labour, and margins.
• Submit approved quotes to customers and follow up for next steps.
• Reassign calls to Service Coordinators and liaise with Procurement for PO creation.
• Upload supporting documents to Central Admin Team's Quotation folder.
• Host meetings to discuss unaccepted quotations.

Skills

Microsoft Excel

Microsoft Word

Outlook

Attention to detail

Organisational skills

Time management

Stakeholder communication

Team collaboration

Education

Grade 12

Tools

ERP systems

Job description

• Generation of quotes based on information provided by RFQ (FSE / Customer).
• Discuss problems with FSE to understand expectations and solution.
• Should a quotation require more in-depth approach and require more time to complete, the client should be informed of when they can expect a quotation.
• Check for previous quotations to ascertain history / timeline of fault.
• Ensure correct spares are included using manuals / supplier information / technical support.
• Ensure the correct amount of Labour is included.
• Ensure the quoted margin is correct.
• Complete allocated quote requests for review and approval.
• Submit approved quotes to customers.
• Follow up on submitted quotes to confirm receipt and next steps.
• Confirmation of quotes and forward to open Service call on ERP system on receipt of Order Number.
• Reassign call to relevant Service Coordinator.
• Liaise with Procurement Team when Purchase Order must be created.
• Upload supporting documents to Central Admin Team’s Quotation folder.
• Host meeting with Supervisor/Manager to discuss unaccepted Quotations.

SLA Management:

• Generation Quotation based on SLA job cards (not included in SLA).

Your profile and qualifications

• National Senior Certificate (Grade 12).
• Previous administrative experience preferably within a Service or similar environment.
• Strong computer literacy with proficiency in Microsoft Excel, Word and Outlook.
• Good numerical and administrative skills with a high level of accuracy and attention to detail.
• Strong organizational and time management skills with the ability to prioritise and manage multiple tasks simultaneously.
• Ability to work effectively with Service Managers, Planners, Field Service Engineers, Customers and Internal stakeholders.
• Ability to work under pressure and meet deadlines in a fast paced Service environment.
• Ability to work independently as well as part of a team.
• A proactive approach to identifying and resolving administrative issues.
• Willingness to lean and adapt to new systems, processes and procedures.

About GEA

GEA is one of the largest suppliers for the food and beverage processing industry and a wide range of other process industries. Approximately 18,000 employees in more than 60 countries contribute significantly to GEA’s success – come and join them! We offer interesting and challenging tasks, a positive working environment in international teams and opportunities for personal development and growth in a global company.

GEA is an equal opportunity employer. Applicants will therefore receive consideration for employment without regard to age, sex, race, color, religion, world view, national origin, genetics, disability, gender identity, marital status, sexual orientation, veteran status or any other protected characteristic required by applicable law. Applicants with disabilities are welcome and will be given special consideration if they are equally qualified.

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GEA is certified as a Top Employer by the Top Employers Institute in 19 countries in APAC & Europe. We have high scores for Leadership, Ethics & Integrity and Sustainability. Outside APAC & Europe we are also certified in Colombia and Mexico.

We’re a global industrial engineering company and one of the world’s largest systems suppliers for the food, beverage and pharmaceutical sectors, and many others. GEA offers exciting and diverse training and career opportunities around the world.

GEA’s heritage stretches back more than 140 years. Today, we operate in resilient customer industries with a dedicated workforce of more than 18,000 employees and conduct business with more than 150 countries.