Spare Parts Administrator - Centurion

SUMMARY:
We have an opportunity for an energetic, experienced, and organised Spare Parts Administrator, who has a flair for numbers, is meticulously accurate, with strong administrative skills, to join our team in the Centurion office

POSITION INFO:
Job Description
Receive & Dispatch
Receive all domestic and international shipments
Check the items received against the provided paperwork, invoice or delivery note
Check the received shipment against the customer spares outstanding list on Pastel
Prepare all outgoing shipments to customers, i.e. check and pack dispatch shipments according to Customer Purchase Order and Tax Invoice
Co-ordinate the import of spare parts and dispatch these parts both for domestic and international markets
Make the appropriate arrangements and handle dispatching to the respective couriers
Process the return of all incorrectly supplied items to the overseas suppliers

Order Administration
Assist with procurement of international components and services for various projects
Receive & attend to all store-related enquiries
Receive orders from customers and process
File records correctly
Communicate regularly with overseas principles regarding pricing, purchases, and back orders
Maintain regular telephonic and email contact with customers regarding orders

Stock Management
Maintain stock records and stock control, including stock takes every 2 months and at year-end
Report on weekly sales and stock
Report monthly on consumable usages
Provide technical support regarding relevant parts to clients, as and when required
Assist with implementing systems to limit stock loss and other risks
Take full responsibility to maintain the Spares store, ensuring that spares are stored in an orderly manner whilst minimising damages, loss, and theft of parts

Cost, quote & invoice
Accurately calculate the selling price of spare parts with correct mark-ups and exchange rates
Prepare quotations
Purchase non-stock item parts, both internationally and locally
Invoice customers and check supplier invoices for correct pricing
Process supplier invoices correctly to Pastel with the correct freight and clearance charges
Allocate supplier invoice payments to forward cover contracts

Manage Couriers
Check and sign off all invoices and statements received from the various couriers and hand to Finance for further processing and payment
Negotiate annual courier increases
Attend to all courier-related issues e.g. incorrect invoicing on their part, overcharging on shipments, quotes on special shipments

Manage Relationships
Maintain relationships with key people at various customers
Maintain regular personal contact, both telephonic, via email and face-to-face, with Customers
Follow up on leads of potential new customers derived from email enquiries, internet research, and through word of mouth
Plan and report on customers sales visits across SA
Accompany overseas suppliers when visiting SA customers
Provide advice and guidance to customers and assisting with trouble-shooting

Package & Benefits
Monthly gross salary will be relative to experience
50% contribution towards Discovery Medical Hospital scheme
Annual leave of 15 days, increasing to 20 days after 7 years and 22 days after 10 years continuous employment
Employee profit share scheme after 2 years continuous service


Minimum Requirements
Proficient with MS Office packages
Pastel experience is critical
Previous experience in a similar role, managing inventory and stores is essential
Meticulous attention to detail
Ability to work independently and within a team
Problem-solving, adaptable with a solutions orientation
Excellent communication (Written & spoken in both English & Afrikaans)
Assertively confident, engaging and people-focused
Ability to build trusting relationships and a strong rapport with customers
Excellent planning, organising, and time management skills
Valid forklift license or proof of previously expired license


Kindly note that by submitting your application for this career opportunity, you agree that Guardian Recruiting may use your application for the purpose of the recruitment and selection of the said position, and this information may be shared with the relevant stakeholders in the business.

Please note that only short-listed candidates will be contacted.
Should you not have heard back within a two-week period, please assume that your application was unsuccessful.

All job postings are in accordance with our Client's BEE requirements. Please only send certificates when requested to do so.