SUMMARY:
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POSITION INFO:
Objectives:
- Ensure a high quality of work and service and a high level of efficiency to the Company and our customers
- Continuously work towards developing and growing the team towards efficient process discipline, increased skill and education, and the proactive interaction with customers
- Ensures a high level of customer satisfaction
- Meet / exceed on all assignments
Duties and Responsibilities:
Meter Readings
- Co-Ordinate the gathering of meter readings on a monthly basis
- Prepare a monthly meter reading calendar for the meter reading gatherers
- Ensure the monthly mailshot is sent off timeously
- All meter reading emails that have been bounced back to the server, must be sorted out on a monthly basis
- Monitor the gathering of meter readings on a daily basis
- Ensure the Microsoft Great Plains systems is updated correctly
- Pull reports and identify new contracts and active contracts with no start meters and that start meter dates are correct on new contracts
- Check the Pre-Bill Run and sort out any errors
- Go through the not-read list and ensure that reasons supplied are valid and attend to reason that are not valid (eg. Not using machine - yet customer ordering toner, no longer have the machine - ascertain whereabouts of machine, etc)
- Draw up a report on the Not-Read contracts on a monthly basis, with reasons, split report into sections, over-billing, not in use with reason for not in use and reflect whether billing is monthly /quarterly.
- Draw up a list on a monthly basis, of all customers that are no longer using their machines for a period of two months or a quarter .
- Monthly meeting with Operations Director before month end to go through over-billing and not using report.
- Monthly report on the complete breakdown of the Bill Run – stats for the Management Pack
- Attend to all manual invoicing on a monthly basis
- Attend to all meter reading queries
- Attend to all meter reading and connectivity credits and re-invoicing
- Consistently meet Meter Billing Targets as set by Management
- Manage and update any specials run on machines which have an effect on meter readings.
Inventory
- GRV all consumables into the Great Plains System
- Attend to all stock related adjustments
- Co-Ordinate the Technicians Van Stock and Jhb Branch Van Stock and ensure that the stock balances and all discrepancies are investigated and dealt with within a reasonable period
- Co-Ordinate all mini stock takes with Stores Manager / random checking of the integrity of information supplied and ensure that all discrepancies are dealt with with a reasonable period. A full report on the mini stock takes, reflecting reasons for the discrepancies needs to be presented to the Operations Manager.
- Identify problem areas surrounding stock and present solutions to the Operations, Technical and Stores Managers, so that procedures within the relevant area can be adjusted
- Posting of Invoices for consumable sales and service
- Attend to all consumable stock credit notes
- Attend to all stock related queries
- General maintenance on the Stock module, closing of all old Purchase orders, making codes for obsolete stock or stock codes not being used in inactive.
- Compile a list of obsolete stock
- All consumable stock and equipment that is to be scrapped and / or written off must be signed off by the Managing Director
- Scrapping of equipment and consumable stock on Great Plains.
- Demo /Loan / Reserved Lists – monitor and compile month report for Management Pack
- Run the Month End Stock process and attend to necessary balancing and reports required in respect of said process
- Attend to the running of maintenance on Great Plains
- Attend to the Demo Recon
- Co-Ordinate the Financial Year End Stock Take and handle all aspects of same
- Compile a full report on the findings and balancing of Stock Take for auditing purposes and present findings to the auditors – 2 x Formal Stock Takes per annum
- Enable and maintain a positive and productive work environment
- Inspire and motivate team members to deliver excellent customer service
- Performs other duties, as assigned
- Have excellent written, oral communication skill. Intermediate Excel and Basic Accounting skills
- Attend to all staff related issues, appraisals, disciplinary, appointing new staff, etc
- The position entails after hours and weekend work at times.
Key Performance Area:
- Ability to work under pressure and meet deadlines
- Good inter-personal, planning and organizational skills
- Have a systematic approach and prioritize logically
- High level of accuracy and meticulous
- Show initiative and improve systems where necessary
- Report any abnormal / suspicious behaviour
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