Technical In-House Administrator - Refrigeration Industry

Introduction

Seamless execution of refrigeration projects, rapid response to maintenance callouts, and meticulous management of parts supply chains, technical documentation, and service contracts.

Duties & Responsibilities

Service Coordination & Dispatch

• Manage Service Log: Act as the first point of contact for client breakdown calls and routine maintenance requests, accurately capturing technical requirements.

• Technician Scheduling: Dispatch, coordinate, and track field service technicians and subcontracted refrigeration mechanics to optimize daily routes and satisfy client SLAs.

• Tracking & Follow-up: Monitor the progress of open service jobs, ensuring technicians complete work orders and submit digital site reports promptly.

Technical Procurement & Order Management

• Supplier Coordination: Procure refrigeration parts, specialised equipment (compressors, valves, evaporators), and tools, issuing precise Purchase Orders (POs).

• Order Tracking: Liaise with local and international suppliers to track shipment ETAs and minimize project or repair delays.

• Inventory Control: Monitor in-house and technician vehicle stock levels, ensuring critical consumables and fast-moving spares are readily available.

Estimations, Quotations & Billing

• Compile Quotes: Work alongside technical managers and engineers to draft accurate material and labor cost estimates for commercial or industrial refrigeration repairs and minor installations.

• Variation Orders: Process variation requests from the field and translate them into updated customer quotes.

• Invoice Reconciliation: Verify completed job cards against field hours and used parts to generate accurate invoices for the finance department, ensuring minimal billing discrepancies.

Technical Documentation & Compliance

• Asset Tracking: Maintain comprehensive digital histories of client refrigeration assets, including leak detection logs and regular F-Gas compliance certificates where required.

• Operations Handover: Assist project managers in compiling Operation & Maintenance (O&M) manuals, technical data sheets, and structural drawings for final client handovers.

• SLA Reporting: Generate regular operational KPIs, call-out response-time reports, and asset performance metrics for management review.

Desired Experience & Qualification

• Industry Experience: Minimum 3–5 years of administration experience specifically within the HVAC/R (Heating, Ventilation, Air Conditioning, and Refrigeration), MEP engineering, or field services sectors.

• Education: Grade 12 / Matric. A diploma or certification in Operations Management, Business Administration, or an introductory technical/mechanical qualification is highly preferred.

• Industry Acumen: Solid understanding of basic refrigeration concepts, component names, and service workflow requirements.

• ERP & Service Software: Proficiency using field service management platforms (e.g., Jobber, SimPRO, ServiceMax) and enterprise systems (e.g., SAP, Syspro, Sage).

• Office Suite: Strong command of MS Office, particularly intermediate-to-advanced Excel for running job trackers and cost sheets.

• High-Stress Coordination: Proven ability to handle high-frequency emergency callouts calmly and systematically.

• Analytical Communication: Able to translate a technician’s field jargon into professional, easily understood client updates.

• Meticulous Organization: Exceptional attention to detail when dealing with numbers, part codes, and structural technical documentation.