Service Administrator & Coordinator

GEA Germany GmbH; Cape Town; Presencial; ZAR 180.000 - 240.000; Jornada completa

Descripción de la vacante

GEA Germany GmbH in Cape Town is seeking an organized administrator to handle quotations for service calls. You will generate quotes from RFQ data, discuss solutions with field engineers, and ensure correct spares and labour are included. You will manage documentation, follow up with customers, and process quotes in the ERP system.

The role requires Grade 12, strong numeracy and MS Office proficiency, and the ability to work with multiple stakeholders in a fast-paced service environment.

Formación

• National Senior Certificate (Grade 12).
• Administrative experience preferably within a service environment.
• Strong numerical and administrative skills with high accuracy and attention to detail.
• Proficient in Microsoft Excel, Word and Outlook, with strong computer literacy.
• Excellent organizational, time management and multi-tasking abilities.
• Ability to work with Service Managers, Planners, Field Service Engineers and customers.

Responsabilidades

• Generate quotations based on RFQ information (FSE/Customer).
• Discuss problems with FSE to understand expectations and solution.
• Inform client if more time is needed for a quotation and set expectations.
• Check previous quotations to assess history/timeline of the fault.
• Ensure correct spares, labour and margin are included per manuals and supplier info.
• Complete allocated quotes for review, approval and submission to customers.
• Follow up on quotes to confirm receipt and next steps.
• Enter quotation confirmations and open service calls in ERP on Order Number.
• Reassign calls to the relevant Service Coordinator and liaise with Procurement for PO.
• Upload supporting documents to Central Admin Team’s Quotation folder.
• Host meetings with Supervisor/Manager to discuss unaccepted quotations.
• SLA management: generate quotations based on SLA job cards.

Descripción del empleo

Responsibilities / Tasks Quotations: 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 / 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.

GEA is one of the largest suppliers of process technology for the food industry and a wide range of other industries. The international technology group focuses on process technology and components for sophisticated production processes in various end-user markets.