Overall Purpose of the Job:
Ensure effective completion of all administration duties pertaining the area.
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Minimum qualifications and experience:
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Grade 12 or equivalent
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Excellent verbal and written communication
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Minimum of 2 years admin background
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Computer literate – MS Office
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Experience with Listener – advantageous
Main duties & Responsibilities:
- Incumbent has to collect quotes for allocated area.
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Check that quotes are on Listener.
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Assign quotes to a technician.
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Prioritize calls to optimize travelling time for technicians.
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Schedule jobs efficiently according to capacity and geographic location (Servicing and Installations)
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Contact clients schedule appointment and confirm time (Including telephone technical bookings and control room booking sheet)
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Assist sales in booking technicians
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Voiding of Aged jobs and giving pipeline figures of installations
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Assisting JHB in sending job cards
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BNS and insurance reports
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Scheduling installations for CPT sales
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Ensure that all documents as received from OTC are handed to the Technical Manager for allocation to technicians. (Invoice stats to Technical Manager)
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Follow up on Top 20, Low Bat and Overactive list
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Resolve all queries related to scheduling immediately and escalate complications.
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Assist technicians, loading of radios and putting on test
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EHS Assistance
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Technical assistance to clients
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Follow up on all jobs with forward for scheduling the same day.
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Ensure department runs efficiently by assisting to relieve in the absence of a team member.
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Order, Issue and Control Stock / Stock Warehouse responsibilities – assist with stock take
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Assist in Technical invoicing
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Distribution of service and installation stock to Technicians.
General Admin
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Coordinate meetings as required
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Taking Minute taking, agendas, typing and distribution of minutes/correspondence from the OPS department
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Maintain the Manager’s diary
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Maintain the Manager’s filing system
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Coordinate and book all operational travel & accommodation
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Compiling of reports: Weekly & Monthly
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Screen all documentation / correspondence for the Manager (except personal), prioritize it and obtain required information.
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Answer and screen all calls to the Manager
