Workshop and Parts Administrator
BHBW South Africa Proprietary Limited · Free State
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Start free — we apply for you →Purpose of the Role
Maintain systems and control all Branch administrative activities
Key Performance Areas
- Ensure filing of PODs as per workshop department policy
- Ensure that all sales order and delivery queries are closed within the required SLAs
- Confirming of all pick notes and PODs
- Ensure all workshop jobs are timeously opened and completed (Including Terra Firma). Updating the Job card register.
- Ensure that time sheets processed daily
- Ensure effective communication to the workshop team regarding workshop jobs
- Liaise with workshop and parts team regarding any discrepancies and queries
- Assisting with debtor’s collections
- Month end reporting to management.
- Ensure weekly reporting to the workshop manager and branch manager
- Tracking and updating of WIP (work in progress)
- Completion of workshop commission documentation for payment
- Update register which includes claims/parts tags
- Follow up with all customers to ensure satisfaction on services rendered
- Check the tool register on a weekly basis to ensure that all tools are in a good working condition
- Ensure workshop vehicle inspection reports and logbooks are sent to the Branch Manager on time/weekly
- Arranging of transport trips for machines
- Warranty claims – Administering the process from beginning to end
- Record keeping of oil sample reports
- Assisting with purchase orders on an adhoc basis
- Impersonator for leave capturing on ESS for those without access
- Maintain a safe working environment (according to safety policy and procedures)
- Achieve individual Balanced Scorecard and KPIs
- Effective self-management and performance ownership
- Adherence to any reasonable instruction
Qualification, Experience and Competencies
Minimum Qualification
- Grade 12
Minimum Experience
- 3-5 years’ experience within the same role
- Administration experience will be advantageous
Competencies
- Problem solving
- Analysis and judgement
- Numerical reasoning
- Resilience (stress handling)
- Drive/initiative
- Rule orientation
- Excellence orientation
- Assertiveness
- Investigative orientation (Organizational awareness)
- Building relationships and networking/liaison
- Communication and presentation
- Customer responsiveness
- MS Office