Our workshop in Witbank, Emalahleni is hiring and Administrator.
The position involves the following duties:
MAIN DUTIES
Booking in Customers Vehicles:
– All customer information must appear on the job card which must be completed in full. The manager is responsible for acquiring some of the Information e.g., any existing damage and filling in the mileage at the end of the day
– Every vehicle brought into the workshop must have a job card which must be signed by the customer.
The following functions must be completed daily:
– All customer details to be captured correctly and kept on the data base in a format can be managed
– All job cards, with related invoices (customer and suppliers) attached and filed in numerical order daily
– Analysis book must be filled in daily
– Record of parts returned to be kept daily.
Supplier invoices and stock processing:
– Record the full details of the supplier (including VAT number)
– Load stock items into the Pastel system
– Ensure supplier invoice and pastel supplier invoices are correct
– Book stock not immediately utilised into the store room
– Ensure suppliers notified of credit notes/returns and submit to supplier on the same day.
Customer Invoices:
– Record the full names of the customer, with the full details of all work carried out together with the mileage
– Defects on the vehicle (authorized by the client must be recorded on the invoice)
– Customer must sign the invoice
– No vehicle may leave the premises without payment.
Customer Payments:
– Strictly comply with the rules of payment of CARtime i.e., cash and credit cards and certain fleet cards are the only methods accepted for payment
– The manager is to deal with payments in the absence of the admin secretary.
Ensure there is always stock of:
– Files
– Paper
– Printer Ink cartridges
– Flyers
– Invoice books
– Job Card books
– Servicing books
- Other stationery items
– Groceries
– Bibs for flyer distributors
– Overalls for mechanics
– Car washing items.
– CARtime stickers for the back windows
OTHER DUTIES
– Get prices for parts
– Answer phone promptly. (Within three rings) Do not talk to other people while answering the phone
– Do not give any written communication to anyone without the authority from the manager
– Smile and be always helpful
– Dress appropriately
– Never eat or smoke in front of customers
– Offer to make coffee or tea for waiting customers
– Ensure COVID-19 or any other health protocols are followed
– Ensure the reception area and front of house is always kept neat and tidy
Hours of work:
– Monday to Friday: 07h00 to 17h30
– Saturdays: 08h00 to 13h00
Job Types: Full-time, Temporary
Contract length: 3 months
Experience:
- Admin: 1 year (Required)
Work Location: In person