Main Purpose of the Job

• We are seeking a dynamic and organized Field Services and Operations Coordinator to join our team. In this role, you will play a pivotal part in ensuring the seamless execution of field operations, managing service delivery, and maintaining operational efficiency. The ideal candidate will be proactive, detail-oriented, and possess excellent problem-solving skills.

Education, experience and competencies

• Matric (bachelor’s degree in business administration, Operations Management, or a related field – Advantage).
• 2+ years of experience in field operations or service coordination roles.
• Industry experience – electronic engineering/electrical engineering or manufacturing
• Strong attention to detail – Familiarity with SLA contracts and payroll processes
• Strong knowledge of operational workflows and process optimization.
• Advanced Microsoft Office skills (Word, Excel, PowerPoint)

Responsibilities

• Compile weekly FS Sheets received from Area Managers.
• Submit compiled FS Sheets to payroll in a timely manner.
• Liaise with Account Managers to understand reasons for overtime and its recoverability.
• Coordinate with SLA Contracts and Admin Manager on shift options and SLA coverage.
• Compare FS Sheet hours with hours covered by SLA contracts.
• Analyse and compare claimed kilometres (KM) with actual KMs from branch to shaft.
• Compile reports for Overtime (@1.5, @2) and KM Claims.
• Prepare monthly Overtime & KM presentations for Account and Area Managers.
• Highlight excessive claims to management.
• Liaise with payroll to finalize overtime and KM claims for monthly payroll approval.
• Collaborate with Software Developers on FS Sheet report requirements for overtime and KM claim management.
• Compare manual timesheets with BECS FS Sheets for accuracy.
• Identify and report inaccuracies in BECS FS Sheets.
• Work with field staff to resolve data inaccuracies.
• Issuing of Rugged Tablets
• Liaise with HR Administrator to issue tablets to new technicians.
• Coordinate with Branch Administrators for replacement tablets and reissuance to technicians.
• Manage bookings for tablet repairs and track repair statuses.
• Monitor tablets’ usage and location in the field.
• Liaise with GM to maintain appropriate stock levels.
• Coordinate with the bookkeeper for tablet orders.
• Field Service and Branch Training
• Work with Branch Admin Managers to train new Branch Administrators, adhering to training timelines.
• Provide training and visual demonstrations on branch procedures and work instructions.
• Offer additional training sessions as required.
• Liaise with relevant departments to keep procedures and work instructions updated.
• Work Instructions Development
• Collaborate with Branch Admin Managers on required work instructions and procedures.
• Liaise with relevant departments for specialized instructions.
• Draft and finalize work instructions and procedures.
• Distribute drafted work instructions to Branch Admin Supervisors for testing.
• Collect feedback and suggestions from Branch Admin Supervisors and Administrators.
• Integrate suggestions into finalized work instructions and procedures.
• Submit final work instructions to the Branch Admin Manager for numbering and distribution.
• Invoice and POD Management
• Liaise with the credit controller weekly to address overdue invoicing issues.
• Highlight overdue invoicing problems during “Weekly Critical Meetings.”
• Collaborate monthly with the credit controller to resolve overdue invoicing issues.
• Add monthly overdue issues to the MANCO report.
• Liaise with the credit controller weekly to update the Outstanding POD’s List.
• Present Outstanding POD’s List at “Weekly Critical Meetings.”
• Mine Family Tree Information Management
• Work with the Credit Controller to update Booyco customer details in Syspro.
• Update customer information in the Mine Family Tree database.
• Add updated information to the “Information” tab.
• Download Google Sheets documents and distribute to stakeholders.
• Coordinate with Engineering to distribute service bulletins to the field.
• Maintain a record of receipt registers from the field.
• Order and receive stationery for the Field Services Office.
• Download and send the FS printer status page to the bookkeeper.
• Liaise with the PA to manage weekly groceries and maintain grocery containers.
• Compile MANCO reports using individual reports.
• Assist with field and branch-related issues as needed.