Technical Administrator

Ultra Pharmaceutical and Medical Placements; Midrand; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A well-known medical company in Midrand is seeking a Technical Administrator to provide admin support for the Technical Team. The role involves processing quotes, managing breakdown reports, and ensuring orders are processed accurately. A Grade 12 certificate and proficiency in MS Office are essential, while previous experience in a similar role and knowledge of Syspro and Qwix are advantageous. Ideal candidates should possess strong communication skills and the ability to work under pressure.

Qualifications

• Admin experience working with Field Service Technicians is essential.
• Computer literacy and proficiency in MS Office including Excel is a requirement.

Responsibilities

• Process quotations based on RFQs and follow up with customers.
• Receive breakdown reports and log calls with the regional team.
• Ensure payment and PO are received before arranging work.
• Transfer boot stock and check stock levels regularly.
• Authorize job cards and ensure timely invoicing.

Skills

Attention to detail

Teamwork

Time management

Communication skills

Computer literacy

Education

Grade 12 certificate

Tools

MS Office including Excel

Syspro

Qwix

Job description

Our client, a well known medical company based in Midrand, is looking for a Technical Administrator. Admin experience working with Field Service Technicians is essential.

The Technical Administrator will be responsible for processing all admin for the Technical Team.

Areas of Responsibility

• Quotes: Process quotations as per RFQ’s received from the Team or standard service hours. Ensure correct pricing quoted per modality, obtain selling prices for parts if required. Follow up with customers on quotes sent and not yet accepted.
• Technical Call Centre & General Admin: Receive breakdown reports from customer and log the call with the relevant regional team. Immediately create job card for the breakdown. Follow up with Regional Team if no response/feedback received.
• Processing Orders: Ensure payment is received from COD (Cash On Delivery) Customers, and PO (Purchase Order) received from Government Institution before arranging for work to commence. Liaise with Technical Supervisor for Field Service Engineer availability and schedule appointment with the customer for job to be done. If parts are quoted, check stock on hand and transfer to relevant Field Service Engineer or place an order through Procurement. Ensure all necessary information is sent with the order. Convert quote to job on E-Works and assign to the allocated Field Service Engineer as per appointment scheduled.
• Technical Admin Support: Transfer boot stock to Field Service Engineers on request. Check stock levels after each transfer to ensure we have sufficient minimum stock on hand. Schedule quarterly services with SLA customers and confirm appointments with the Team. Rectify Field Service Engineers’ inventory once they have provided feedback on parts used. Authorizing job cards and invoicing. Check Team’s job cards for all necessary information, query missing information with the relevant Field Service Engineer. Job Cards to be authorised and sent to customer within 2 days of job completion. Ensure that every SLA job card is allocated to the relevant SLA and that the correct product class is used when invoicing. Invoice billable jobs in the same month of job completion, allocate to the correct Technical division.

Experience Required

• Previous experience would be beneficial, not a requirement.
• Syspro and Qwix would be beneficial, not a requirement.
• Computer literacy and proficiency in MS Office including Excel is a requirement for this position.

Qualifications

• A Grade 12 certificate is the minimum requirement.
• Admin experience working with Field Service Technicians is essential.

Capabilities

• Attention to detail with Accuracy essential
• Ability to work under pressure and meet deadlines
• Ability to work effectively in a team and build strong relationships
• Efficient time-management
• Strong Communication Skills