Service Administrator Job Description
General Summary: The position calls for a vibrant, passionate, and dedicated service administrator with sufficient knowledge to administer and assist the service team in scheduling repairs and maintenance to all household, commercial, industrial laundry, and catering equipment distributed by the Company.
Product Range: Household Appliances and Industrial Machinery
CORE FUNCTIONS:
- General Administration Clerical Assistance duties supporting service.
- Service Administrator duties.
- Stock Control Administrator duties supporting service.
- Technical interest where required.
- Debtors Clerk Administrator duties to support the service.
- Provide a high level of Customer Service.
REPORT TO: Directors and Branch Managers and Service Supervisor
General Administration Clerical Assistance supporting sales:
- Providing support to our managers and employees, assisting in daily office service needs and managing the company's general service administrative activities in the branch.
- Assisting and supporting a service supervisor and a team of service employees efficiently.
- Duties include filing, answering phone calls, photocopying, responding to emails, booking service calls, scheduling the technical team, compiling quotes, sales orders, invoicing, and logistics where required.
- Experience in working in an office environment with computer skills and strong communication skills (both written and oral).
- Other attributes include good interpersonal skills, a well-presented appearance, and an organised disposition.
General Duties Include:
- Project co-ordination in service.
- Managing office service communications, e-mails, letters, and documents.
- Preserving office service records.
- Updating database of Business Partners.
- Gathering information.
- Service Team management of call reports.
- Conducting employee training in service if required.
- Updating and managing office service procedures in service.
- Managing electronic and printed service files.
- Handling clients and internal Employees.
Service Administrator Duties Include:
- Booking of Customer service calls on Service Module Praxedo.
- Scheduling of Service Calls with the Technical Team.
- Processing quotes, orders, and invoices via email or telephonically where necessary.
- Checking data accuracy in quotes, orders, and invoices.
- Contacting clients to obtain missing information or answer queries.
- Liaising with the Logistics/Technical department to ensure timely service delivery.
- Maintaining and updating service and customer records.
- Showing interest in monthly service reports and growth opportunities.
- Communicating important feedback from customers internally.
- Staying up-to-date and showing interest in new and old products sold.
Stock Control Administrator Duties Supporting Sales Include:
- Ordering stock from internal branches for service orders.
- Receiving and checking deliveries from internal branches.
- Processing Transfers from and to other branches.
- Reconciling Transfers and waybills.
- Recording serial numbers where applicable.
- Managing Credit Note Authorisation for returns or paperwork corrections.
- Managing Monthly stock take, and reconciliation of stock related to service requirements.
Technical Interest Where Required Includes:
- Gaining knowledge of basic installation technical requirements of products sold.
- Scheduling Technical Job repairs and installations daily with the technical department to assist with the flow of work.
- Retrieving site readiness confirmation and communication from customers before service repairs and installations.
- Managing paperwork and computer records efficiently to keep transparent records of technical requirements for each service sale and customer.
Debtors Clerk Administrator Duties to Support Sales Include:
- Ensuring Financial Approval and Payment terms are adhered to by customers before release.
- Allocation of payments communicated to Head Office for reconciliation purposes.
- Communicating payment terms to customers and facilitating credit applications to be authorised by Head Office.
- Assisting head office to verify discrepancies and resolve clients’ billing issues if necessary.
- Facilitating payment of invoices due by sending reminders and contacting clients before delivery or after depending on the arrangement.
Provide Customer Service:
- Prioritising answering phone calls and talking to customers regarding the company's products or services.
- Being willing to learn and become efficient by using customer service knowledge to handle difficult customers and ensuring that each customer has a good experience.
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