Introduction
The successful candidate will be responsible for ensuring efficient workshop administration service in order to ensure that workshop information and records are captured accurately and timeously.
Duties & Responsibilities
- Receiving and professionally handling customer calls and enquiries.
- Communicate effectively with operational staff, customers, and suppliers.
- E– Mail signed and approved invoices to customers.
- Regular follow up’s on outstanding debtors and ensuring we receive payments on time.
- Responsible for putting together and sending quotations timeously.
- Following up on all quotations sent and understanding why we are not converting them should that be the case.
- Invoicing job cards daily with the correct supporting documentation, ensuring that work in progress is kept to a minimum.
- Monitoring, tracking, and planning of workshop jobs for which payment or orders have been received.
- Follow up on orders to be amended.
- Capturing of job cards and costing of all jobs.
- Manage an effective document control and filling system for the workshop.
- Ensure that all job cards and WIP`s are processed and billed to the correct customers, in line with monthly deadline requirements.
- Maintain business relationship with customers to ensure they are satisfied.
- Weekly forecast reports (like booking jobs, planning services etc.)
- General admin duties.
- Drive continuous improvement initiatives.
Desired Experience & Qualification
- Matric
- Must have a minimum 3 years or more relevant working experience.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Autoline experience would be an advantage.
- Must have good verbal and written communication skills with customers and technicians on all levels.
- Customer focused.
- Good administration, organizational and time management skills.
- Able to work independently.
- Need to be able to work quickly and accurately.
- Accountability and dependability.
- Need to be able to work under pressure.
- Own reliable transport is essential.