JOB PURPOSE
This role is responsible for the provision of administrative support at the Branch to enhance efficiency and effectiveness in all processes.
MAIN RESPONSIBILITIES OF THE JOB
Administrative duties
a) Maintain and track levels of stationery and office supplies and prepare procurement requisitions based on stock levels.
b) Ensure timely renewal of all the Branch permits and licenses.
c) Manage outsourced facility company and ensure that they abide by the approved standards of hygiene and safety.
d) Ensure that regular supply of water and garbage collection services.
e) Sourcing, receiving and verifying supplier quotations and invoices for final approval by Branch Manager.
f) Maintain list of current vendors and contact details incl. monthly tracking of LPO’s issued on Navision.
g) Tracking Branch vehicles with regards to weekly movement schedules and ensuring all permits are up to date
h) Support the procurement and stocking of marketing materials.
i) Verifying, recording and dispatching mail and other materials as requested.
j) Accurate and timely receipting of all funds received from customers.
k) Petty cash payments and reimbursements within agreed guidelines
Operational Responsibilities
l) Opening and closing all Service Job Cards while ensuring that all service parts and labour hours are accurately captured.
m) Ensure proper and timely ordering and stocking of service consumables and maintaining periodic stock records
n) Follow up on Aftersales suppliers’ invoices to facilitate timely payment by the finance department
o) Ensure achievement of service revenue budget through accurate and timely costing of all workshop sublet jobs
p) Prepare accurate and timely job cards for customers to be used by technicians as job instructions;
q) Uploading all Warranty Claims and follow up for refund using the portal
r) Register all new machines and customer details within the warranty system, activating the warranty coverage and printing the relevant certificate
s) Ensure all warrantable repairs are performed in line with the Manufacturers policies and ensuring the proper storage and labelling of the replaced parts
t) Prepare clear cost estimates to ensure customers are accurately and timely of service/repair costs and to upsell other services
u) Prepare invoices with detailed explanation of the work done in order to facilitate payment of services provided;
v) Resolve customer complaints in a timely manner to ensure high customer satisfaction as well as high customer retention rates;
w) Follow up on work in progress to ensure customers are regularly updated on work in progress, and to ensure delivery within the timelines promised to customers, and for minimal customer complaints in case of delays;
x) Prepare weekly WIP reports with remarks on job status