Operations Administrator Germiston

BREAKDOWN & REPAIR SUPERVISOR

Employer: A prominent and stable Air Conditioning and Ventilation Company actively involved in diverse projects across Commercial, Residential, Industrial, and Retail sectors.

Location: Germiston, Johannesburg

Salary: R15 – R17K / month (experience dependent)

KNOWLEDGE, SKILLS, AND REQUIREMENTS:

• Matric
• Own transport
• Some financial experience i.e. invoicing/debtors/creditors would be an advantage
• Minimum 2 - 3 years’ experience managing staff (advantage)
• Ability to work independently and in a high-pressure environment.
• Basic to Intermediate Microsoft Office skills, particularly Excel.
• High attention to detail
• Ability to multitask.
• Performance driven, with the ability to plan, organize, and execute tasks.
• Strong and professional verbal and written communication skills
• Excellent administrative and organization skills
• Effective planning and time management
• Knowledge of the 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.
• Notify customers telephonically and via email in advance and 1 day before scheduled work, maintaining professional customer etiquette.
• Monitor and manage technical teams’ productivity and consumable usage to achieve a minimum of 35% GP.
• Monitor van stocks to prevent shortages.
• Maintain accurate records/databases of all Breakdown customers.
• Ensure department administration is accurately and legibly maintained.
• Accurately record, complete, and invoice Breakdown and Repair job cards in line with financial deadlines.
• Check accuracy of costings via Operational System from applicable/completed job card recording consumables, parts/spares/labour, etc.
• Ensure comprehensive completion of job cards with relevant information.
• Close all invoiced jobs on the same day or the following working day.
• Manage communication with sub-contractors to ensure accurate logging of breakdowns/repairs/installations/services.
• Email suppliers for quotes on required spares and parts, generating detailed quotes for customers.
• Follow up on quotes sent within 24 hours and escalate quotes older than 72 hours to Breakdowns HOD.
• Ensure completed paperwork for invoicing is submitted by 13h00 daily to Creditors Department.

Monthly:

• Follow up on sent quotes with customers and delete quotes older than three months.
• Ensure month-end invoice submission is due by 12h30 on the first working day of the new month.
• Process open jobs not invoiced from the previous month at month end with reasons.
• Check technicians' fuel consumption upon receiving reports from the Debtors department.
• Check and balance month-end turnovers.
• Send all payroll-related paperwork to HR by the 20th of each month.

General:

• Effectively manage breakdowns/admin personnel to maintain high customer service and productivity.
• Maintain a level of efficiency, due diligence, and respect for fellow staff members.
• Ensure operational system and manual administration is maintained accurately and up to date.
• Perform any other tasks necessary for the conduct of the employer’s business as directed.

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