Operations Administrator - Germiston at Ellahi Consulting

KNOWLEDGE, SKILLS, AND REQUIREMENTS:

• Matric
• Own transport
• Some financial experience i.e. invoicing/debtors/creditors would be an advantage
• 3 Years working experience 
• Minimum 2 - 3 years’ experience managing staff (advantage)
• Ability to work independently and in high pressure environment.
• Basic to Intermediate Microsoft office skills, outlook, word and specifically excel.
• High attention to detail
• Ability to multitask.
• Performance driven, ability to plan, organize and put into action.
• Strong and professional verbal and written communication
• Excellent administrative and organization skills
• Effective planning and time management
• Knowledge of HVAC industry would be an advantage.

RESPONSIBILITIES:

Daily

• Manage and control Technicians and Technical Assistants daily schedule and tasks
• Manage and control daily customer breakdown schedule.
• Customers are kept notified telephonically and via email in advance and 1 day before scheduled work. Always maintain professional customer etiquette
• Technical teams’ productivity and consumable usage is monitored and managed to be as cost effective as possible to achieve a minimum of 35% GP.
• Van stocks are monitored so that no shortages occur.
• Manage and control accurate record/database of all Breakdown customers.
• Department administration is accurately and legibly maintained.
• Breakdown and Repair job cards are accurately recorded, completed and invoicing is captured in line with financial deadlines.
• Check accuracy of costings via Operational System from applicable/completed job card recording consumables, parts/spares/labour etc. and that the applicable mark-up has been applied.
• Check allocations of van stock/materials used/labour etc. is accurately recorded from completed job card via Operational System
• Ensure cards are completed comprehensively unit/site/fault finding/actions taken etc. and any other relevant information.
• All invoiced jobs to be closed either on the same day of invoicing or latest the following working day.
• Manage and control communication with sub-contractors so that breakdowns/repairs/installations/services are logged correctly to ensure costs and mark ups are applied correctly and accurately and customers notified timeously.
• Email suppliers for quotes on spares and parts required and generate accurate detailed quote with the applicable mark ups and email to customers.
• Follow up on quotes sent within 24-hours of quotes being sent to customer. Quotes exceeding 72-hour to be emailed to Breakdowns HOD to follow up with customer.
• Manage and control invoicing on breakdowns and ensure that completed paperwork for invoicing is submitted by 13h00 daily to Creditors Department
• Resolving customer queries

Monthly

• Follow up on sent quotes with customers and delete quotes older than three months
• Ensure month end invoice submission due by 12h30 on first working day of new month
• Open jobs not invoiced, processed with reasons from previous month at month end
• Check technicians fuel consumption on receipt of report from Debtors department
• Check and balance month end turnovers
• All payroll related paperwork to be sent up to HR as processed with the last submission being the 20th of each month.

General

• Effectively manage breakdowns/admin personnel so that a high degree of customer service is maintained along with high service productivity and efficiency. Any non-conformance of company policies/procedures by breakdowns/admin teams is brought to the attention of HOD
• Maintains a level of efficiency, due diligence and respect for fellow staff members at all times to maintain an effective, productive, professional and pleasant work environment.
• Effective planning and time management
• Operational system and manual administration is maintained accurately and up to date at all times
• And any other task necessary for the conduct of the employer’s business, as the employer may from time to time direct. A separate schedule determining the day-to-day tasks of the employee may be handed to the employee in the course of employment.