Mascor: Administrative Assistant 2023/05/11 Midlands
Job Ref #: A070061 Industry: Admin/Office Support Job Type: Permanent Salary: Market Related Description: Mascor is a Company consisting of franchised Automotive, agricultural mechanisation and fuel. With more than 50 years in the industry, we offer prestige brands such as John Deere, Toyota and Warath while our highly skilled staff provides professional and high-quality service and standards of workmanship. Mascor is currently looking for an Administrative assistant to assist with Service Administrative duties for the agricultural workshop department. RESPONSIBILITIES: a. Pressure: Ability to work under pressure. b. Customer satisfaction. Communicating with and understanding client needs and locations in order to prepare service and repair quotations to meet their needs. Follow up with clients and technicians to ensure their needs are met. c. Responding to customers timeously. d. Coordinating daily tasks between customer, service manager and technicians. Maintaining a list of pending jobs and liaising with the technicians to ensure that client needs are attended to timely. Follow up with the parts department when parts are not readily available. e. Opening and closing of repair orders. Communicating and following up with the parts department to ensure that parts are supplied as required by the jobs on schedule and posted on the repair orders for processing. Sourcing of POPs or cash payment to facilitate invoicing. Emailing of invoices to clients or responsible branches. f. Capturing technicians' times on a daily basis. Daily communication with the service manager and technicians to ensure all work done is captured on Equip and the labour reports are submitted to the Divisional Service Manager every end of the day. g. Issuing supplier orders and capturing invoices. Processing sublet orders timely to ensure that all funds are accounted for by month end. h. Ensure all PIPS are carried out and processed on time. Constant review of the warranty system to look out for any newly released PIPs, communication to the service manager/technician, and sharing the DTAC solution documentation with the parts department so that the PIP kits are ordered where required. Submission of PIP claims once complete. i. Capturing all warranties and processing credit notes. Submission of claims as soon as jobs are complete and parts are posted. Daily follow-up until credit notes are released and submitting additional information for the case of returned claims. Downloading credit notes from the warranty system, matching credit note values to Equip invoices and entry of the credit note numbers and figures under the warranty claim registration screen on Equip. j. Carry out monthly OHS inspections. Health and safety inspections are conducted once a month to ensure everything remains to standard. Sourcing quotations for safety equipment required i.e., boots, gloves, goggles, first aid kit contents, etc. and consulting with the administration manager to carry out the purchase. Ensuring fire extinguishers are serviced on time. Ensuring first aid certifications are up to date and schedule training for the same. k. NMQ special tool ordering. Daily/weekly review of the NMQ system on dealer path to look out for any new requirements. Extraction of quotations from ServiceGard and submission to the Divisional Service Manager for approval. Placing of tools orders and following up with the logistician until tools are received at the branches. l. Registering of assets. Maintaining a register of all tools purchased. m. Filing. Maintaining a neat filing system of all documentation accruing to the workshop. n. Enrolling staff on courses. Enrolling staff in training on JDU as per the training calendar. Assisting staff in case of issues with access. o. Prepare detailed aging WIP monthly report. Liaising with the service manager and technicians to ensure jobs do not stay too long in the WIP. Working on solutions and keeping a record of reasons for the delay. Submit a detailed aging report to the Divisional Service Manager by month end. p. Warranty parts tagging and attending to warranty audit. Liaising with the technicians to ensure all warranty parts are tagged. Attending to the warranty audits done by JD TCSM.
Requirements: REQUIREMENTS: Requirements: Min: 3-5-years’ experience in Agricultural Workshop Administration