Job Title: Administrative Assistant
Location: Brakpan, Gauteng, South Africa
Key Responsibilities
- Collection of Tax Invoices and Delivery Notes.
- Collection of Customer Waybills.
- Filing of Waybills from Customers in Waybill file.
- Collate Fan Test Reports, Fan Curves, Motor Test Reports and relevant documents.
- Prepare documentation for delivery of Fans.
- Collate and file all documents in Fan Document Package.
- Telephone management.
- Reception duties.
Responsibilities and Authorities
- Collection of company Fan Delivery Notes/Tax Invoices from Drivers.
- Collection of Customer Waybills from Drivers on collection of fans.
- Filing of Customer Waybills in Waybill files.
- Collect and maintain Fan Test Curves printed on a daily basis.
- Collate Fan Test Reports, Fan Curves, Motor Test Reports and relevant documents for each individual fan.
- File all documentation in the Customer file until required for delivery with the Fan.
- Prepare Fan documentation for delivery based on Fan Despatch List obtained from Workshop Manager.
- Filing of Fan Job Package/s in Customer file until required for delivery.
- Capture and process Motor Test Report data on Fan Progress Recording Program.
- Responsible for printing copies of Fan Progress Reports.
- Filing of Motor and Fan Test Reports and relevant documentation in Tax Invoice Numbers.
- Printing List of Fans with Order Numbers for Workshop Manager to proceed with repairs.
- Responsible for telephone management duties, taking messages, making telephone calls and other activities.
- Responsible for Reception and related duties.
- Responsible for maintaining and filing of all products related records.
- Any other duty as required and delegated from time to time by the Managing Director or senior staff.
- Responsible for Sasol Service Entries.
- Processing Repair Orders.
- Loading maintenance tools/updates.
- Sending fan status reports to mining groups.
- Responsible for the delivery and collection notes for Kimberley and Finsch Mines.
- Loading of winding job cards on the database.
- Processing of the M2 North Lonmin confirmations.
- Responsible for the weekly reports for Mining groups like Northam and Marula.
- Scanning of flameproof reports for repairs.
Health and Safety
- Ensure compliance with health and safety regulations and requirements.
Communication
- Communicate and provide information by relevant methods to production for assistance to operations.
- Communicate with administrative departments regarding waybills, deliveries, invoices.
- Communicate with production department with regards to Fan Test Reports, Fan Curves and Motor Test Reports.
- Communicate with management regarding deliveries, customer requirements, customer needs and expectations.
- Communicate with administration personnel on customer orders, fan progress, and relevant documents.
Selection Criteria
- Strong work ethic, integrity and service orientation.
- Proven initiative and a passion for outcomes.
- Good product and application knowledge of repair fans and related products.
- Good communication skills both written and verbal.
- Well developed administration and time keeping skills.
- Accountable and committed to self development and continuous improvement.
Seniority Level
Entry level
Employment Type
Full-time
Job Function
Administrative
Industries
Staffing and Recruiting
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