AFM Administrator M/F

Join CFAO South Africa !

CFAO South Africa is a key player in South Africa’s mobility market.
With more than 7,200 colleagues and over 160 sites, CFAO South Africa offers vehicle and truck sales and rentals, supply chain solutions, logistics management, material handling, automotive assembly, and the import and export of automotive components.

We are a regional division of the pan-African business CFAO Group, headquartered in France and a wholly owned subsidiary of Toyota Tsusho Corporation in Japan.

CFAO South Africa has a strong expansion vision in South Africa, while supporting CFAO Group's expansion strategy into the African continent in the automotive sector and other sectors,  including healthcare and renewable energy.

We are a significant contributor to the support, development, and growth of the automotive industry in South Africa and across Africa.

we are looking for    AFM Administrator M/F   based:   South Africa

Job description:

The purpose of this position is to provide an accurate and reliable administrative support function to the Maintenance Managers; to analyse and control all aspects of Aftermarket department administrative policies and practices, to implement and uphold actions in line with company strategic objectives, to maximise efficiency and ensure the department is operating according to set targets and in line with operational requirements.

·         Overall responsibility to ensure administrative tasks related to financial aspects of the Aftermarket department’s business operations are completed correctly and timeously:

o   Work In Progress:  monitor and manage the team efforts and process of closing jobs to ensure WIP is at all times within acceptable parameters / limits; checking with controllers why jobs older than set parameters / time frames are still open; assist with resolving issues relating to closing such jobs; reviewing, implementing and continuously developing processes related to WIP to ensure it is managed within acceptable parameters; ensures accuracy of data captured - analyse and correct accuracy of data captured on WIPs & WIP invoicing

o   Debtors:  overall contact person for debtor’s department – receive, distribute to foremen / product support engineer(s) and follow up on debtors’ queries / requests for assistance, prepare and submit feedback either verbally or written to debtor’s department and Aftermarket Managers.

o   Creditors:  overall responsibility to assist Aftermarket Managers to ensure Aftermarket department creditors are managed in line with company policy and requirements: check the reconciliations for outstanding invoices – follow up on those and ensure the outstanding invoices are received, processed and prepared for payment; clear the purchase awaiting invoices report.

o   Labour Recovery:  monitor labour sales per technician, ensure that labour recovery data is captured and inputted daily by the controllers to ensure accurate information is available at all times.

o   Analyse and identify loss-making Aftermarket contracts; escalate these for attention of the Aftermarket manager to analyse and identify machines working overtime without the hours being invoiced; escalate these for attention of the Aftermarket managers

o   Analysing and correcting accuracy of data captured on WIPs & WIP invoicing

o   Ensure the warranty claims process is done accurately and submitted timeously, ensure recovery of warranty claims are tracked and managed – drive the product support engineers regarding this matter

o   Invoice excess hours

Load new contracts

·         Responsible to assist Aftermarket Managers, Product Support and Controllers to ensure quality of service regarding fleet Aftermarket (ensure optimum response time and professional service at all times, evaluation of controllers and other administrative staff development needs and ensuring lack of knowledge / skills are addressed

Required profile :

·         Overall responsibility to ensure all administrative functions are in place and being followed / implemented effectively and in line with company and system requirements; overall responsibility to ensure administrative tasks performed by self and admin team are completed accurately and timeously

·         Overall responsibility to accurately and timeously prepare and distribute scheduled (monthly, weekly and daily) and ad-hoc reports as might be requested by department managers and / or head office, e.g.: preparation of weekly department KPA report, service schedule reports, marketing campaign reports, preparation of data for reports to be submitted to Japan, etc.

·         Responsible to create / write ad-hoc reports as and when required – responsible to liaise with IT department for assistance.

·         Coordinate product field campaigns as and when required – prepare data on machines to touch, arrange and distribute data to Product Support Engineers for action, collate feedback and submit report to Aftermarket Managers / Head Office.

·         Accurately and timeously prepare and submit FMA commissions, incentive calculations for Product Support Engineers and Controllers, capturing of overtime and standby allowances and other related documentation for signature and approval by Aftermarket Managers

·         Advising CSI department on a monthly basis of customer contact schedule for CSI follow-up

·         Facilitating customer complaints and queries; foster and maintain dedication to service excellence in every aspect of work carried out; ensure timeous feedback / communication to customers

·         Ensure that Aftermarket department admin personnel functions as an efficient resource for the company by continuously evaluating and monitoring quality and accuracy of work, implementing and driving Investors in People in line with company strategic objectives, ensure effective inter-departmental and internal communication

Assist Aftermarket department personnel with leave queries.