Service Administrator

SUMMARY:
Our client, industry leader in Door and Docking solutions and the manufacture and supply of PVC Products, is currently looking to employ a Service Administrator, to be based in Port Elizabeth.

POSITION INFO:
Requirements:

• Grade 12.
• Office Administration certificate.
• Computer Literate, good Excel
• Minimum of three years’ experience in a technical administration field.
• Acumatica experience preferable or worked on an ERP system in a service related industry.
• Experience with Health & Safety files.
• Experience in internal sales, quoting and invoicing.

• Create templates to improve reporting and share them with other Service Administrators.
• Prepare quotes for repairs, callouts, and product sales, and forward sales leads when needed.
• Link Quotes, Purchase Orders, Invoices, and Delivery Notes in the system.
• Use installation/service reports to write client reports, including cost estimates for spare parts.
• Maintain a product database detailing customer purchases.
• Maintain an updated customer contact database.
• Coordinate job planning with regional coordinators and team leaders.
• Invoice customers.
• General administrative and filing duties.
• Ensure signed acceptance of Terms and Conditions for all accepted quotes.
• Compile safety files and project contractual documents.
• Prepare monthly safety reports.
• Arrange and coordinate training as recommended by the Safety Officer and OHSA.

• Ensure customer satisfaction in all interactions.
• Represent The Company professionally.
• Exceed customer expectations by under-promising and over-delivering.
• Maintain a professional appearance during client interactions.
• Provide clients with brochures and product updates.
• Identify additional sales opportunities while visiting client sites.
• Maintain customer complaint and compliment registers.

• Implement and maintain correct stock levels and pricing in the accounting system.
• Maintain minimum stock levels to account for lead times.
• Conduct quarterly stock counts, investigate discrepancies, and report on stock values.
• Ensure a stock variance of no more than 5%.

• Prioritize installation, service, maintenance, and breakdown jobs with the Regional Coordinator.
• Prepare necessary paperwork and documentation for each job.
• Ensure correct client contact information is recorded.
• Communicate daily job requirements with service teams.
• Ensure proper documentation is submitted after job completion.
• Maintain updated customer files with invoices and proof of delivery.
• Follow up with clients as needed.

• Capture, monitor, and report on biometric timekeeping.
• Address timekeeping discrepancies with team members.
• Update or remove employee information in the biometric system as necessary.
• Provide weekly and monthly reports for payroll.
• Ensure adherence to payroll procedures and track overtime vs. budget.

• Maintain a clean and organized work environment
• Ensure confidentiality of client information.
• Prioritize personal and team safety.
• Support national branches with administrative queries when necessary.
• Assist team members outside the usual scope when needed.
• Maintain professionalism, respect, and cooperation within the team.
• Lead by example and be open to feedback.
• Contribute positively to the company culture and values.