Spare Parts Administrator - Centurion

Guardian Recruiting (Pty) Ltd; Gauteng; On-site; ZAR 300,000 - 400,000; Full time

Job summary

A leading company in Gauteng is seeking an energetic and experienced Spare Parts Administrator. In this role, you will manage stock, coordinate shipments, and maintain customer relationships. The ideal candidate will possess strong administrative skills, meticulous attention to detail, and proficiency in MS Office and Pastel. Additionally, you will assist with procurement and ensure timely customer service.

Benefits

50% contribution towards Discovery Medical Hospital scheme

Annual leave of 15 days (increasing to 22 after 10 years)

Employee profit share scheme after 2 years

Qualifications

• Previous experience in a similar role managing inventory and stores.
• Meticulous attention to detail and ability to work independently.
• Proficient with MS Office and critical Pastel experience.

Responsibilities

• Receive and dispatch domestic and international shipments.
• Maintain stock records and conduct stock takes.
• Assist with procurement of international components.

Skills

Attention to detail

Problem-solving

Organisational skills

Customer relationship management

Time management

Communication

Education

Valid forklift license

Tools

MS Office

Pastel

Job description

We have an opportunity for an energetic, experienced, and organised Spare Parts Administrator, who has a flair for numbers, is meticulously accurate, with strong administrative skills, to join our team in the Centurion office.

Job Description

1. Receive & Dispatch
2. Receive all domestic and international shipments.
3. Check the items received against the provided paperwork, invoice or delivery note.
4. Check the received shipment against the customer spares outstanding list on Pastel.
5. Prepare all outgoing shipments to customers, i.e., check and pack dispatch shipments according to Customer Purchase Order and Tax Invoice.
6. Coordinate the import of spare parts and dispatch these parts both for domestic and international markets.
7. Make the appropriate arrangements and handle dispatching to the respective couriers.
8. Process the return of all incorrectly supplied items to the overseas suppliers.

Order Administration

• Assist with procurement of international components and services for various projects.
• Receive & attend to all store-related enquiries.
• Receive orders from customers and process them.
• File records correctly.
• Communicate regularly with overseas principles regarding pricing, purchases, and back orders.
• Maintain regular telephonic and email contact with customers regarding orders.

Stock Management

• Maintain stock records and stock control, including stock takes every 2 months and at year-end.
• Report on weekly sales and stock.
• Report monthly on consumable usages.
• Provide technical support regarding relevant parts to clients, as and when required.
• Assist with implementing systems to limit stock loss and other risks.
• Take full responsibility to maintain the Spares store, ensuring that spares are stored in an orderly manner whilst minimising damages, loss, and theft of parts.
• Accurately calculate the selling price of spare parts with correct mark-ups and exchange rates.
• Purchase non-stock item parts, both internationally and locally.
• Invoice customers and check supplier invoices for correct pricing.
• Process supplier invoices correctly to Pastel with the correct freight and clearance charges.
• Allocate supplier invoice payments to forward cover contracts.
• Check and sign off all invoices and statements received from the various couriers and hand to Finance for further processing and payment.
• Negotiate annual courier increases.
• Attend to all courier-related issues, e.g., incorrect invoicing, overcharging on shipments, quotes on special shipments.

Manage Relationships

• Maintain relationships with key people at various customers.
• Maintain regular personal contact, both telephonic, via email, and face-to-face, with customers.
• Follow up on leads of potential new customers derived from email enquiries, internet research, and word of mouth.
• Plan and report on customer sales visits across SA.
• Accompany overseas suppliers when visiting SA customers.
• Provide advice and guidance to customers and assist with troubleshooting.

Additional Information

• Monthly gross salary will be relative to experience.
• 50% contribution towards Discovery Medical Hospital scheme.
• Annual leave of 15 days, increasing to 20 days after 7 years and 22 days after 10 years of continuous employment.
• Employee profit share scheme after 2 years of continuous service.
• Proficient with MS Office packages; Pastel experience is critical.
• Previous experience in a similar role, managing inventory and stores, is essential.
• Meticulous attention to detail.
• Ability to work independently and within a team.
• Problem-solving, adaptable with a solutions orientation.
• Assertively confident, engaging, and people-focused.
• Ability to build trusting relationships and a strong rapport with customers.
• Excellent planning, organising, and time management skills.
• Valid forklift license or proof of previously expired license.

Kindly note that by submitting your application for this career opportunity, you agree that Guardian Recruiting may use your application for the purpose of recruitment and selection, and this information may be shared with relevant stakeholders. Only shortlisted candidates will be contacted. If you do not hear back within two weeks, please assume your application was unsuccessful. All job postings are in accordance with our Client's BEE requirements.

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