Service Administrator

SUMMARY:
Our client is looking for a Service Administrator to join their team in Midrand

POSITION INFO:
Roles and Responsibilities
Repairs and Maintenance Duties

• Receiving of equipment for repairs.
• Overseeing the preparation of the quotation information.
• Assist in dispatch or deliver equipment from service department.
• Check if machines are still under warranty before sending quotes.
• Provide full service to cash clients, walk in clients and account clients.
• Assist Reps where needed with spares related enquiries.
• Provide clients with service and maintenance reports promptly.
• Notify Service Department Manager regarding any discrepancies on service report quotations.
• Capture warranties and complete warranty process until warranty item is in warranty cage.
• Assist or forward Leads to relevant salesperson.
• Other duties as assigned.

• Processing all paperwork relating to service department systems, quotations, job cards and invoicing.
• Responsible for communicating and reporting on departmental functions, needs and systems to service manager where needed or relevant.
• Assist in stock management systems and stock take as planned by Service or Logistic Manager.
• Responsible for allocating relevant documentation for repairs, call outs or deliveries to service staff.
• Responsible for departmental customer data base and information.
• Keeping service department neat and tidy
• Do quotes and invoicing as soon as possible after receiving relevant documents from technicians and clients.
• Assist with invoicing and pickings.
• Assist with invoicing and pickings for KZN and CPT.
• Invoice warranty claims for JHB, KZN and CPT.
• Prepare pickings required for same day and next day schedules.
• Prepare parts needed for repairs at the service department and parts scheduled for repairs at clients.
• Reply to all emails from clients timeously, efficiently, and professionally.
• Back orders must be done and updated weekly.
• Communicate ETA dates with Logistical Manager.
• Provide Service Manager with stock order weekly on parts you notice needs ordering/showing low stock levels.
• Ensure all machines in quote/repair bay has a job card, quotation/delivery note at all times.
• Ensure no machine in bay areas exceed 03 months.
• Ensure all demo/loan units are quoted and repaired 03 days after arrival.
• Ensure all demo/loan units are send first to Receiving and then to Service Dept.
• Ensure all demo/loan units will not leave Service Dept. without relevant documentation.
• Do weekly follow up on machines in bay areas.
• File all service reports, picking cancellations and technician trip sheets.
• Ensure all invoicing is up to date before month end process starts.

• Other duties as assigned.
• Customer Service.
• Communicating company service related or technical information to customers.
• Assist customers or visitors at Service reception.
• Answer and assist customers telephonic queries and questions.
• Friendly and prompt customer service at point of repair, delivery, or collection
• Self-Development.
• Responsible for self-development, maintaining and improving of skills required for position.