Service Administrator (Technical)

SUMMARY:
A dynamic organization based in the East Rand is looking to employ a Service Administrator with 3 – 5 years’ experience in a similar role

POSITION INFO:
Minimum Requirements

• Matric
• Valid Driver’s License & Own Vehicle
• 3 – 5 years’ experience in a similar role
• Process customer invoices and quotations accurately and timeously
• Perform daily invoicing across all departments, ensuring completeness and accuracy
• Scan, upload, distribute, and file supply-only invoices and credit notes using M-Files
• Cross-reference M-Files documentation against the previous day’s sales profitability reports to ensure invoicing is up to date
• Maintain daily invoicing targets and compile invoicing statistics and graphs
• Prepare, review, and manage customer and internal costings
• Process and issue credit notes, ensuring correct approvals and accurate system updates
• Review daily completed job sheets and ensure all jobs are correctly invoiced and closed on M-Files
• Complete, update, and close service and job cards, ensuring all information is accurate and compliant
• Correct and maintain Work-in-Progress (WIP) reports, including adding and updating kilometre (KM) records where applicable
• Answer and manage incoming call centre calls professionally and efficiently
• Log service calls accurately and allocate them to the relevant departments or technicians
• Follow up on outstanding purchase orders and liaise with suppliers and internal departments as required
• Update and maintain contract sheets, including maintenance and service contracts
• Monitor maintenance contracts by tracking hours used and availability
• Administer service contract customers, ensuring service checklists are completed and recorded
• Handle internal and external queries, including invoicing, costing, and billing-related queries
• Prepare and distribute weekly sales and sales profitability reports
• Ensure accurate record-keeping, filing, and document control in line with company procedures
• Perform general administrative duties and provide support to relevant stakeholders
• Carry out ad-hoc administrative and finance-related tasks as requested by management