Rental Admin Assistant

SUMMARY:
Rental Admin Assistant

POSITION INFO:
Qualifications 

• Matric 

• Knowledge to know when to raise queries and when to escalate
• Experience of doing billing on system but requires manual input of data on the system to get to that point. 
• Must reside in Alberton 
• Must have own transport 

• Check your e-mails regularly during the day and action accordingly.
• The rental admin assistant must ensure that the control sheets are taken out of the current hire agreement files on the first working day of the month for distribution.
• The rental admin assistant must obtain the hour meter readings, either by phone, e-mail, from the service schedule or from the weekly or monthly checks carried out by the technicians.
• Check that all forklifts have been charged for, by cross checking the invoice number against the utilization book
• Once invoiced, the invoice number must be written in the utilization book, next to the relevant forklift’s number and highlighted in yellow. Each rental should have its own invoice number.
• Most of the contract forklifts will only have one invoice number for the month, however, there are some exceptions such as Wire Supplies, that have two invoices per machine as requested by the client. Both these invoices need to be recorded in the utilization book.
• Update the invoicing details on the monthly hour control sheets
• Once we have the meter reading, the invoice must be processed and dated the 25th of the relevant month for monthly billing.
• All invoices must be e-mailed immediately
• Ensure that we do not skip or duplicate any invoicing by cross checking with the utilization book and recording the invoice numbers.
• Invoicing deadline is the 25th of every month. Clients that require their invoices on earlier dates must have the invoices on the specified dates. i.e., This billing must be completed and e-mailed the day prior to the client’s cut-off date
• The copies of the rental notification letters to clients are given to the person responsible for that client’s particular invoice. 
• The rate adjustment must be recorded on the monthly hour control sheets
• General administration
• Provide ad hoc support around office as needed.
• Any other duties as instructed by Management.
• Filing must be done every day. This is non-negotiable.
• Please see the filing procedure in the staff manual and ensure that this is adhered to
• Current Hire Agreement Files
• The current hire agreements or maintenance contracts must be filed in the relevant section (truck size or category), thereafter it must be filed in alpha-numeric order. This means that all the hire agreements for one client for the same section must be filed together, and must be in number order, from smallest to largest.
• Every hire agreement / maintenance contract must have a current monthly hour control sheet.
• As soon as monthly hour control sheet is full, a new control sheet must be written out and the old control sheet must be filed in the off-rent files.
• Off-Rent Hire Agreement Files
• For off-rent hire agreements and maintenance contracts, fully completed (and invoiced) control sheets
• Off-rent files in alphabetical order. Each client must have a separate section. The latest document to be filed top.
• Deadlines
• Daily
• Update filing
• Invoices written in the utilization book as they are finalized
• 1st of each month
• Monthly hour control sheets must be distributed so that hour meter readings can be obtained
• 7th of each month
• Hour meter readings for all clients’ invoices that are due on the 15th or who require order numbers every month must be finalized and recorded
• All rate adjustments must be completed and written onto the monthly hour control sheets.
• 10th of each month
• Pro-forma invoices for clients that require new order numbers every month must be finalized, and order numbers must be requested by e-mail
• 14th of each month
• Client whose invoices are due on the 15th of the month and needs to be e-mailed must be completed
• 15th of each month 
• All hours must be in and written on the monthly hour control sheets for invoicing
• All outstanding order numbers for clients that require order numbers must be followed telephonically and confirmed in writing
• 20th of each month
• All outstanding order numbers for clients that require order numbers must be followed telephonically and confirmed in writing
• 25th of each month
• Deadline for monthly invoicing must be completed.
• There are a few exceptions, like Masslift, NFS and clients who have not provided order numbers by the 25th
• 28th of each month
• A detailed cross check must be done against the utilization book to ensure that all the machines were invoiced for, any machines that were overlooked must be noted and invoiced.
• 29th of each month
• Masslift’s monthly invoices to be actioned (no earlier)
• All updates in the utilization book template must be done. Any FMR contracts expiring must be moved from the FMR section to the STR section.
• 30th of each month
• All daily invoicing not completed yet must be invoiced
• Another cross check against the utilization book must be done to ensure that no invoices were missed
• Utilization book must be cut, pasted, and rewritten for the following month. 
• Check that all movement on forklifts is correctly carried over for the following month.