Primary Industry:
Security and Investigations
Job Functional Area:
General Administration / Operations Support
Job Overview:
The main purpose of this role is to ensure the efficient execution of all administrative tasks within the designated area.
Minimum Qualifications and Experience:
- Matric (Grade 12) or equivalent qualification
- Strong verbal and written communication skills
- At least 2 years’ experience in an administrative role
- Proficient in Microsoft Office Suite
- Experience using Listener is advantageous
Key Responsibilities:
- Source and compile quotes for the assigned area
- Verify that quotes are correctly loaded onto Listener
- Assign jobs to technicians and prioritize them to optimize travel time
- Efficiently schedule jobs based on technician availability and location
- Contact clients to set and confirm appointments (including telephone technical bookings and updating the control room booking sheet)
- Support the sales team in booking technicians
- Cancel outdated jobs and report installation pipeline figures
- Assist Johannesburg office with dispatching job cards
- Generate BNS and insurance reports
- Schedule installations for the Cape Town sales team
- Submit all documents from OTC to the Technical Manager for technician assignment (including invoice statistics)
- Follow up on Top 20, Low Battery, and Overactive accounts lists
- Resolve scheduling-related queries promptly and escalate issues where necessary
- Assist technicians with radio setup and testing
- Provide EHS and technical support to clients
- Ensure all forwarded jobs are scheduled on the same day
- Step in to support the department during staff absences
- Manage stock: ordering, issuing, control, and participation in stock takes
- Assist with technical invoicing
- Distribute service and installation stock to technicians
- Perform general administrative duties
- Coordinate meetings, prepare agendas, take and distribute minutes
- Maintain the Manager’s diary and filing system
- Arrange travel and accommodation for operational needs
- Compile and submit weekly and monthly reports
- Review and prioritize all documentation/correspondence for the Manager (excluding personal matters), ensuring all necessary information is included
