Service Administration Officer

JOB DESCRIPTION:

• To assist the Service Supervisor to administer the day-to-day operation of workshop and field service jobs.
• To ensure that the documentation process is consistently maintained for every job opened in the system.
• To print, record and dispatch service department invoices by mail to the customers.
• Administer Mantrac’s Warranty jobs in accordance with company policy and Caterpillar Warranty Guide.
• Administer all monthly jobs for Contracts, vehicle administration, non-chargeable hours etc.
• To order and ensure all service department stationery/required forms are available. (ordering of all stationery)

MAIN DUTIES & RESPONSIBILITIES

1. Service office administration. Performance will be up to standard when:

• All administration is conducted in accordance to the Service Department Procedures – Administration.
• Utilize DBS to enable all workshop and field service jobs to be processed effectively.
• Preparation of workshop and field service jobs is conducted in an efficient manner
• Checking of job details during progress and prior to closing to ensure that all the labour, expenses, mileage, miscellaneous and outside purchases are included.
• Generate WIP reports from DBS for monitoring WIP and liase with either territory service manager / service cost centre manager.
• Generate pro-forma invoice to make sure details are correct, all relevant costs are included and cost centre codes are indicated where necessary. Any discrepancies/queries should be directed to either territory service manager / service cost centre manager.
• Close all jobs and generate Performa invoice for authorisation by territory service manager / service cost centre manager /service cost centre supervisor.
• Generate the final invoice on authority from the Territory Service Manager / Service Cost Centre Manager / service cost centre supervisor.
• File invoice copies and record original invoices prior to dispatch to customers.
• Prepare and action credit notes, only on authority from the credit department through PSSR.

2. Service Filing. Performance is up to standard when:

• Filing is administered in accordance to Service Procedures.

3. Service Department Vehicles.  Performance is up to standard when:

• Vehicles are administered in accordance to Service Procedures.
• Review monthly jobs for each individual vehicle.
• Monitor expenses against budget per month and advise the Territory Service Manager / Service Cost Centre Manager each month of the current status.

4. Maintain the service department employee roll.  Performance will be up to standard when:

• A record is kept for service department leave, sick leave, daily absentees and overtime utilising DBS.
• Forward the above information to the Wages department before the payroll is prepared

5. Administration of SIMS reports. Performance will be up to standard when:

• Ensure SIMS are administered in accordance to Service Procedures.
• SIMS Information from the service report is booked on DBS .

6. Administer warranty for Service Department.  Performance will be up to standard when:

• Ensure warranty jobs are administered in accordance to Service Procedures.
• Liaise with the Service Cost Centre Managers to help in the completion of the warranty work order procedures .

7. Create Management Information. Performance will be up to standard when:

• Produce required management information reports for Territory Service Manager / Service Cost Centre Manager / service supervisor .
• Assist Territory Service Manager / Service Cost Centre Manager / service supervisor in administration of the critical projects and their respective Key Performance Indicators.
• Assist Territory Service Manager / Service Cost Centre Manager / service supervisor in debt collection.

8. Administer Product Improvement Programs (PIP).  Performance will be up to standard when:

• Ensure PIPs are administered in accordance to Service Procedures.
• Release current list of outstanding PIPs to Territory Service Manager / Service Cost Centre Manager /service supervisor .
• Chase Territory Service Manager / Service Cost Centre Manager / service supervisor for outstanding PIP’s

9. Ensure Service Administration procedures are utilised. Performance will be up to standard when:

• The Service Department Procedures are to be utilised at all times.
• Any recommendations for changes are to be co-ordinated through the Service Administrator with the recommendations sent to Service Development Manager.
• Ensure Service Administration assessments targets are achieved.

10.  Liaise with the Territory Service Manager / Service Cost Centre Manager at all times and undertake any additional work assigned outside the scope above.