Assistant Dispatch Administrator - - Edenvale

Qualifications:
Matric Certificate

Recognized Administration Diploma or similar
Minimum 1 - 2 years experience in an administrative environment preferably in workshop systems

Experience:

Motivated individual and team player
Must have excellent communication and interpersonal skills
Must be self driven, deadline oriented with the ability to work under pressure
Able to multi task and to prioritize workloads
Attention to details and high levels of accuracy
Excellent working knowledge of MS Office packages

Duties:

Operation:
Transferring of calls to the relevant person concerned
Assisting customers and visitors at the counter, identifying their requirements while maintaining a welcoming yet professional relationship
Assist with reception duties
General Administration
Accurate processing of documentation and status reports required for the workshop or customers
Printing or emailing job cards and quotations when requested by a company representative or the Dispatch Manager
Working on the Coupa System daily and checking spot bids
Assisting with dispatch of units to customers and couriers
Ensure jobs that are invoices in dispatch are delivered or collected before the end of each month
Ensure bookings in all the reps and walk in customers jobs in the system and tagging of the unit before stripping commence
Assisting the Dispatch Manager with any other general administration duties, as and when required
Invoicing
The expedite jobs through the ERP system, ensuring all relevant information is correct before invoicing
Check order with the info on the system and invoice according to order or payment
Ensuring that no invoices are generated without proper order numbers supplied by customers
Obtain a signature from the customer on printed invoice or dispatch note when collecting, ensuring that bottom copies are relayed to the POD listing
Assisting Debtors and Payroll and ordering of stock
Correspond with the Debtors department before attempting any changes
Lifting credit limits and terms
Capture overtime sheets for workshop staff
Capture leave applications as an impersonator for the workshop staff on the ESS system
Order water for workshop staff and clients