Job Description

MAIN PURPOSE OF THE JOB

• All administrative tasks related to the services rendered in the Western Cape. This will include but is not limited to Chemical mapping, Soil classification, singles samples, Precision Gateway and other general administrative tasks as allocated.

RESPONSIBILITIES

• Follow up on Chemical mapping work scheduled on a weekly basis (Make sure that all data is received for work scheduled)
• Receiving of Chemical mapping GPS data from contractors, the checking thereof and handle data related enquiries.
• Sending details of Chemical soil samples, analysis and client info to the lab.
• Handling of queries from the lab regarding chemical mapping samples.
• Handling of queries from the contractors / Agronomist regarding chemical mapping and related admin.
• Send combined GPS data and lab results to GIS and Agronomist for further processing and recommendations.
• Completing the Chemical Mapping data on the the Business Info Worksheet on a daily basis for the timeous opening of Doc-IT’s
• Obtaining signed order forms and Purchase Order Numbers for all Western Cape jobs
• Requesting and sending out of invoices to Western Cape clients.
• All admin related to singe samples
• Gathering all necessary information regarding samples from clients.
• Arranging the pick-up of samples from and the sending to the lab.
• Follow-up and confirmation that the samples were received by the lab.
• Opening an order line for all single samples on the Business Info Worksheet (BI)
• Completing the lab list and sending an internal order number and client info to the lab
• Obtaining signed order forms and Purchase Order Numbers for all singles samples
• Saving of single sample order forms on the server
• Keeping client info up to date on the Customer list on the BI
• Making sure all data is up to date on a daily basis for the opening of Doc-It’s
• Sending out of results of all single samples and coordinating with Agronomists if recommendations must be done.
• Requesting client invoices for single samples
• Sending out of invoices to clients for single samples
• Help with other divisional tasks where requested.

Key Performance Indicators:

• Work must be done systematically and with the highest level of accuracy.
• Turn-around time of receiving and sending of samples and results is of the utmost importance.
• Liaising with clients telephonically or via e-mail to obtain signed orders must always be friendly and professional.
• Telephones to be answered immediately in a friendly and professional manner
• Adhere to all quality and safety requirements of the SGS management system.
• Perform any other reasonable tasks as assigned by direct line manager.

SPECIFIC AUTHORITIES

• Cease the use of any equipment that may be deemed to constitute a safety hazard or enter hazardous environments without the necessary knowledge and protection and report the situation to higher authority to act.
• Cease to carry on with work that may affect the quality (integrity) of services and report the situation to higher authority to take action.
• Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified.
• Any person has the right to refuse to perform work that may damage the environment in an imminent and serious way and to report such a situation

Qualifications

Education

• Grade 12
• Formal Secretarial / Admin / Receptionist Course (Recommended)
• Computer literacy in Excel, Word and Outlook

Experience

• At least 5 years’ relevant experience preferably in the Agricultural sector. (Working with farmers)

Competencies

• Excellent telephone etiquette
• Good interpersonal skills
• Must be able to work under pressure and to solve problems
• Must work organized and accurately
• Must be self-driven and able to priorities urgent work
• English and Afrikaans (Read, write and speak)
• Driver’s license