Service Administrator & Coordinator

Responsibilities / Tasks

• Generation of quotes based on information provided by RFQ (FSE / Customer).
• Discuss problems with FSE to understand expectations and solution.
• Should a quotation require more in-depth approach and require more time to complete, the client should be informed of when they can expect a quotation.
• Check for previous quotations to ascertain history / timeline of fault.
• Ensure correct spares are included using manuals / supplier information / technical support.
• Ensure the correct amount of Labour is included.
• Ensure the quoted margin is correct.
• Complete allocated quote requests for review and approval.
• Submit approved quotes to customers.
• Follow up on submitted quotes to confirm receipt and next steps.
• Confirmation of quotes and forward to open Service call on ERP system on receipt of Order Number.
• Reassign call to relevant Service Coordinator.
• Liaise with Procurement Team when Purchase Order must be created.
• Upload supporting documents to Central Admin Team's Quotation folder.
• Host meeting with Supervisor/Manager to discuss unaccepted Quotations.

SLA Management:

• Generation Quotation based on SLA job cards (not included in SLA).

Your Profile / Qualifications

• National Senior Certificate (Grade 12).
• Previous administrative experience preferably within a Service or similar environment.
• Strong computer literacy with proficiency in Microsoft Excel, Word and Outlook.
• Good numerical and administrative skills with a high level of accuracy and attention to detail.
• Strong organizational and time management skills with the ability to prioritise and manage multiple tasks simultaneously.
• Ability to work effectively with Service Managers, Planners, Field Service Engineers, Customers and Internal stakeholders.
• Ability to work under pressure and meet deadlines in a fast paced Service environment.
• Ability to work independently as well as part of a team.
• A proactive approach to identifying and resolving administrative issues.
• Willingness to lean and adapt to new systems, processes and procedures.

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