Triton Express : Receptionist / Clerk

Plennegy (Pty) Ltd.; Wes-Kaap; On-site; ZAR 120,000 - 180,000; Full time

Job summary

A leading company in Southern Africa is seeking a professional Receptionist to join their team. The role involves providing exceptional customer service, managing incoming calls, and supporting various administrative functions. Ideal candidates will be detail-oriented and possess excellent communication skills. Join a dynamic team committed to delivering superior service and operational excellence.

Qualifications

• Detail-oriented with strong customer service skills.
• Experience in administrative tasks and handling queries.

Responsibilities

• Answering calls, greeting clients, and handling queries.
• Preparing freight quotations and resolving freight issues.
• Processing proof of delivery documentation.

Skills

Customer Service

Communication

Problem Solving

Job description

Established in 1987, Triton Express has evolved from a modest business in Durban into a sophisticated operation with a comprehensive footprint throughout Southern Africa. As a proud member of the Plennegy Group, Triton Express is dedicated to providing reliable and efficient road freight logistics solutions tailored to the diverse needs of our customers. At Triton Express, we pride ourselves on our commitment to excellence, integrity, and innovation. Our skilled staff are dedicated to delivering a superior delivery experience, ensuring that each customer receives an efficient, dependable, and cost-effective service at all times. Join us and be part of a team that values performance, integrity, and leadership.

Triton Express, based in George, is seeking a professional and detail-oriented Receptionist to join our dynamic team. As the first point of contact for our clients and visitors, you will play a key role in delivering exceptional customer service while supporting various administrative and operational processes.

RESPONSIBILITIES :

1. Providing a telephone service to clients and staff by…

• Answering in-coming telephone calls, responding, and redirecting as required
• Taking / delivering telephone messages timeously
• Greeting clients, handling queries, providing information, and resolving issues, as is appropriate
• Liaising with Telkom / Alcatel regarding specific requirements and maintenance needs
• Sourcing telephone numbers and making outgoing calls as requested

Maintaining the reception area and receiving visitors by …

• Monitoring / reporting on the cleaning and presentation of the reception area
• Greeting customers, receiving parcels, etc and distributing
• Supervising correspondence collections by clients
• Providing information, directing clients, and responding to queries
• Conducting customer services level survey by making telephonic contact, questioning, and recording responses
• Preparing freight quotations by requesting and processing freightware data (A / c no., area (senders & receivers), service levels, quotations, dimensions, weights, and insurance requirement) and faxing printed quotation(s) to clients
• Investigating / resolving freight queries / problems through waybill and discrepancy report reviewing, verification, determining status and communication with clients
• Reconciling customer statements against master lists and processing distribution thereof
• Liaising with clients as and when required
• Maintaining / supplying driver stationery
• Administering discrepancy manifest in terms of collating all discrepancy reports to master records (excel); contacting and advising clients; communicating with branches viz misrouting; checking scanning details; updating master record information; recording bay schedules in master report; reviewing endorsed waybills viz claims and administering claims procedure
• Monitoring third party agent POD’s by printing outstanding POD report (by days) and verifying status; marking-off on dispatch trip sheets; resolving queries and faxing waybills
• Preparing waybills awaiting POD’s / waybills awaiting delivery reports, investigating / reporting on problem

Assisting with and monitoring delivery and collection procedures by…

• Responding to delivery / collection clears and resolving queries / problems as indicated
• Liaising with clients regarding delivery and collection information / data and instructions
• Establishing / verifying client and collection data
• Processing collection orders and generate collection registers
• Generating collection quotes and faxes to clients on request
• Confirming collections placed from other branches

Providing adhoc administrative assistance by …

• Recording / generating collection quotes, registers, and fax to clients on request
• Confirming collections placed from other branches
• Assisting with cheque collections through telephonic client enquiries

Processing freightware systems data (modified waybills) by …

• Capturing waybill details (account number(s), service levels, dimensions, and weights, etc.) and allocating waybill depot destination
• Verifying entered data and recording line-haul manifest
• Correcting scan manifesting (if necessary) by cross checking retained manifest to waybills awaiting reports

Processing proof of delivery documentation…

• Capturing POD’s in Freightware system, noting discrepancies to Branch Sales Manager
• Submitting endorsed POD’s to Branch Sales Manager
• Remitting POD’s to George office daily / monthly
• Receiving COD cash and preparing bank deposit documentation
• Receiving COD cheques and preparing bank deposit documentation
• Reporting bank deposits daily to Head Office
• Reporting daily current and dated outstanding COD’s to the Branch Manager

Providing administrative assistance by …

• Supervising each Friday of replenishment requirements and placing orders with Head Office
• Compiling monthly stationery reconciliation and submitting to Head Office
• Controlling ‘received’ Nedfleet petrol card slips (daily update), preparing monthly reconciliation of petrol slips, and submitting to Head Office
• Updating diesel sheets on a daily basis and submitting monthly to admin Supervisor, further advice weekly km’s for McCarthy diesel’s fleet
• Undertaking all general filing and assisting with the copying of creditors’ invoices and orders