Data Capturing Administrator - HQ Centurion

SUMMARY:
A vacancy exists for a Data Capturing Administrator in the Technical NOC Division based in
Centurion – Head Office.

POSITION INFO:
The suitable candidate’s main responsibilities and duties include, but are not limited to, the following:
Database Administration and Listener Monitoring Platform

• Maintain and administer client databases, ensuring that all information is accurate, complete, and up to date.
• Capture and update client details, contact information, site information, and other relevant records on the listener monitoring platform.
• Ensure that all client amendments, instructions, and system updates are processed accurately and timeously.
• Verify client information and identify discrepancies or incomplete records for correction.
• Maintain accurate electronic records and ensure that client information is handled confidentially.
• Report system-related issues, data discrepancies, and other administrative concerns to the relevant personnel.
• Ensure that all client information is managed in accordance with company policies and established procedures.

• Compile, verify, and distribute daily and weekly administrative and operational reports.
• Ensure that reports are accurate, complete, and submitted within the prescribed deadlines.
• Gather and consolidate information from relevant systems and departments for reporting purposes.
• Monitor outstanding administrative matters, client queries, and service requests.
• Maintain proper records of reports and supporting documentation.
• Assist management with additional reports and administrative information as required.

• Build and maintain professional working relationships with clients.
• Respond to client queries, requests, and administrative requirements promptly and professionally.
• Ensure that client instructions, amendments, and service requests are communicated accurately to the relevant departments.
• Follow up on outstanding client matters and ensure that appropriate feedback is provided.
• Receive, record, investigate, and coordinate the resolution of client complaints.
• Escalate unresolved or serious complaints to the relevant management personnel.
• Maintain a high standard of customer service and contribute to client satisfaction and retention.
• Handle sensitive client matters with professionalism, discretion, and confidentiality.

• Liaise with technicians, clients, control room operations personnel, and subcontractors to ensure effective communication and coordination.
• Communicate client updates, service requirements, and operational instructions to the relevant stakeholders.
• Follow up with technicians and subcontractors regarding outstanding jobs, maintenance requests, and service-related matters.
• Coordinate the exchange of information between the control room and relevant internal and external stakeholders.
• Ensure that all relevant parties receive accurate and timely information.
• Maintain records of communications, service requests, and follow-up actions.
• Identify and escalate operational delays, communication gaps, and unresolved matters to the appropriate personnel.

• Arrange and coordinate armed response services in accordance with client requirements and established company procedures.
• Liaise with control room operations, clients, and approved armed response service providers to facilitate the required arrangements.
• Ensure that relevant client details, site information, and instructions are communicated accurately to the appropriate service providers.
• Confirm arrangements where required and follow up on outstanding requests.
• Maintain accurate records of armed response arrangements, instructions, and related communications.
• Escalate urgent service requests, delays, and operational concerns to the relevant personnel.
• Ensure that all arrangements are coordinated in accordance with applicable security protocols and company procedures.

• Provide day-to-day administrative support to the control room and management.
• Maintain organised electronic and physical filing systems.
• Prepare and manage correspondence, documentation, and administrative records.
• Capture, update, and retrieve information accurately when required.
• Assist with the coordination of meetings, service requests, and other administrative activities where necessary.
• Ensure that administrative tasks are completed within agreed deadlines.
• Adhere to company policies, procedures, confidentiality requirements, and administrative standards.
• Perform other reasonable duties related to the position as assigned by management.

• Matric / Grade 12 certificate.
• A minimum of two (2) years' experience in control room operations and administration.
• Practical experience working on a listener monitoring platform.
• Previous experience in client relationship management and customer service.
• Experience in database administration, data capturing, and report preparation.
• Proficiency in Microsoft Office applications, particularly Microsoft Excel, Word, and Outlook.
• Experience liaising with clients, technicians, operational personnel, and subcontractors.
• Good written and verbal communication skills, with the ability to communicate professionally at all levels.