Service & Operations Supervisor

SUMMARY:
We are seeking an experienced, highly organised and hands-on Service & Operations Administration Supervisor to oversee the daily administrative and operational functions within a busy technical service environment.
The successful candidate will be responsible for supervising a team of three administrative clerks, overseeing stock control, coordinating service administration, monitoring operational processes and ensuring accurate recordkeeping.
The position requires a confident supervisor with strong organisational skills, attention to detail and the ability to manage multiple administrative functions while ensuring deadlines and operational requirements are met.

POSITION INFO:
1.  Staff Supervision & Administration

• Supervise, guide and coordinate the daily activities of three administrative clerks.
• Allocate duties, monitor workloads and ensure tasks are completed accurately and timeously.
• Monitor staff performance, productivity and quality of work.
• Provide ongoing guidance, training and support to administrative staff.
• Ensure administrative procedures and company policies are consistently followed.
• Identify areas for improvement and implement more efficient administrative processes.
• Maintain effective communication between the administration team, technicians and management.

• Oversee daily stock-on-hand checks and ensure accurate inventory records.
• Supervise monthly stocktakes and ensure stock counts are completed correctly.
• Investigate stock variances, identify discrepancies and report findings to management.
• Monitor stock movements, including stock received, issued and returned.
• Ensure accurate allocation of spare parts and consumables to service jobs.
• Monitor stock availability and report shortages.
• Ensure stock control procedures are followed and records are maintained accurately.

• Oversee the administration of scheduled equipment servicing and maintenance.
• Monitor upcoming service requirements and ensure customers are contacted timeously.
• Supervise the preparation and follow-up of customer service quotations.
• Ensure service job cards are opened, updated and completed accurately.
• Verify labour hours, parts used and work completed against job cards.
• Monitor outstanding job cards and ensure timely completion and closure.
• Liaise with technicians, customers and management regarding service-related administration.
• Ensure accurate service histories and maintenance records are maintained.

• Oversee the accurate capturing and updating of employee working hours.
• Verify timesheets, overtime and technicians' labour hours against relevant records.
• Ensure employee files and personnel documentation are maintained and updated.
• Monitor the accuracy of attendance and leave records.
• Ensure staff records are properly filed and readily accessible.

• Oversee the accurate processing and checking of supplier invoices.
• Verify supplier invoices against relevant supporting documentation.
• Identify and resolve invoice discrepancies.
• Ensure completed job cards and supporting documentation are submitted for invoicing.
• Maintain accurate administrative records and filing systems.
• Follow up on outstanding documentation and administrative queries.

• Prepare and review operational and administrative reports for management.
• Monitor outstanding service jobs, stock discrepancies and administrative backlogs.
• Identify operational inefficiencies and recommend corrective action.
• Implement and maintain effective administrative systems and procedures.
• Ensure accuracy, accountability and compliance with internal company procedures.
• Act as the main point of contact between the administrative team and management.

Minimum Requirements

• Matric / Grade 12.
• Relevant qualification in Business Administration, Operations Management or a related field would be advantageous.
• Minimum 5 years' experience in service, operations or technical administration.
• At least 2 years' experience supervising or leading an administrative team.
• Experience within a technical service, engineering, forklift, machinery or industrial equipment environment would be advantageous.
• Strong stock control and inventory management experience.
• Experience with service job cards, quotations, timesheets and supplier invoices.
• Excellent Microsoft Excel skills and proficiency in Microsoft Office.
• Experience using ERP, inventory or service management systems would be advantageous.
• Strong numerical ability and attention to detail.