Service & Parts Coordinator

AtripleA recruitment & temps; South Africa; On-site; ZAR 250,000 - 400,000; Full time

Job summary

AtripleA recruitment & temps seeks a Service & Parts Coordinator in Mbombela, MP. This role is critical for managing service scheduling and providing accurate quotes for parts and services. Successful candidates will ensure high-quality customer service and maintain efficient operational practices.

The ideal applicant should have at least 3 years' experience in a service-related position, strong proficiency in Microsoft Office, and excellent organizational skills. Interested candidates should submit their CV and latest payslip to [e-mail].

Qualifications

• A minimum of 3 years of experience in a quoting, pricing, or service-related role.
• Strong attention to detail and ability to ensure accuracy in both quoting and service scheduling.

Responsibilities

• Maintain accurate service schedules for contract customers.
• Prepare accurate quotes based on client requirements.
• Ensure follow-up on completed services for customer satisfaction.
• Monitor technician productivity to meet performance targets.

Skills

Quoting and Pricing

Microsoft Office Suite

Customer Service

Organizational Skills

Problem-Solving

Education

Grade 12 (Matric) or equivalent

Business Administration, Sales, or Call Centre Training Qualification

Tools

CRM/ERP systems

Job description

Job Overview

Job Title: Service & Parts Coordinator
Location: Mbombela, MP

Role Purpose

The Service and Parts Coordinator is responsible for managing service scheduling, ensuring service compliance, and handling quoting for both internal and external work. The role involves responding to breakdowns, ensuring customer satisfaction, maintaining efficient service schedules, coordinating with technicians, maintaining organized stores, and providing competitive quotes with timely and accurate follow-up. This position contributes to high-quality customer service, improved operational efficiency, and revenue growth.

Requirements and Experience

• Grade 12 (Matric) or equivalent.
• Business Administration, Sales, or Call Centre Training Qualification is advantageous.
• A minimum of 3 years of experience in a quoting, pricing, or service-related role (preferably in forklift or equipment services).
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and familiarity with CRM/ERP systems.
• Ability to work under pressure and handle multiple tasks simultaneously.
• Excellent communication, problem-solving, and organizational skills.
• Strong attention to detail and ability to ensure accuracy in both quoting and service scheduling.

Duties and Responsibilities

• Service Scheduling and Coordination
  • Maintain accurate service schedules for contract, STH, and PMA customers to ensure timely completion.
  • Ensure services are aligned with manufacturer specifications, managing both regular and emergency service requests.
  • Follow up with technicians post-service to confirm completion and identify/additional work as needed.
• Quoting and Client Engagement
  • Prepare accurate quotes for parts, services, and repairs based on client requirements, ensuring pricing is competitive and aligned with company standards.
  • Collaborate with the sales team and customers to tailor quotes based on specific needs and service agreements.
  • Provide ongoing client support to clarify quotes, ensure alignment with customer expectations, and follow up on outstanding quotes.
• Parts and Job Management
  • Ensure technicians have the necessary parts available for repairs and services, minimizing downtime.
  • Handle the preparation and follow-up of parts quotes, ensuring accuracy in part numbers and pricing.
  • Assist the Contracts Manager in preparing quotes for additional work, including non-contract repairs or damage.
• Documentation and Reporting
  • Ensure accurate record-keeping of all service-related documents, including job cards, quotes, approvals, and service reports.
  • Generate daily and weekly reports on service activities, quoting performance, and client feedback.
  • Maintain up-to-date records of quotes, revisions, and approvals for auditing purposes.
• Customer Service and KPI Management
  • Ensure follow-up on completed services and confirm customer satisfaction and adherence to KPIs.
  • Monitor technician productivity to ensure performance targets are met.
  • Respond to breakdowns within the defined timeframes and ensure services are completed within agreed timeframes.
  • Maintain labour margins above 45%, sublet margins >25%, and maintenance contract margins >40%.
• Collaboration and Coordination
  • Work with Contracts Managers and Service Controller to ensure effective service scheduling and availability of parts.
  • Coordinate with suppliers and partners for timely delivery and cost-effective service provision.
  • Track Work In Progress (WIP) and ensure all job-related information is accurately recorded in CRM/ERP systems.
• Process Improvement and Efficiency
  • Review and optimize the quoting process to ensure quick turnaround times while maintaining accuracy.
  • Identify and suggest improvements in service scheduling and quoting practices to enhance efficiency and customer satisfaction.
• Inventory Management
  • Stock Control: Ensure parts are stored properly and easily accessible, with regular inventory counts and system updates.
  • Stock Receiving: Inspect incoming parts deliveries for accuracy, quality, and damage; verify part numbers and quantities.
  • Stock Replenishment: Monitor inventory levels and reorder parts to ensure availability.

To apply, please submit your CV, as well as your latest payslip, to [e-mail]