ROLE OVERVIEW

• The Field Services Administrator is responsible for supporting the operation departments and coordinating administration matters relating to Maintenance and Technical departments. General/ad hoc duties to be assigned from time to time.

RESPONSIBILITIES

• General Maintenance Administration
• Create purchase orders
• Provide maintenance support to the company with the administration and coordination of the maintenance administration.
• Gather invoices, statements, reports, personal details, documents, and information from suppliers and other departments.
• Review, file, store and organize documents, reports and information, soft and hard copies, that will optimize swift and accurate capturing, database management and information storing.
• Enter and update information on relevant databases.
• Ensure data is backed up.
• Provide feedback to the relevant people to ensure the accuracy of the information received and submitted.
• Capture Job Cards and create job cards number.
• Request and capture quotations with the approved suppliers on the correct platforms following the correct procedures.
• Request and ensure proper approval for received quotations.
• Capture orders on the relevant platform for approvals from the relevant section.
• Record and document all quotations, orders, approvals, purchases as per the procedures for accuracy and transparency.
• Follow up on all outstanding quotations and orders.
• Update the correct platform with information pertaining to all quotation and order request for easy of access and accuracy.
• Fast track all orders and follow up regularly to ensure a conducive turnaround time.
• Contact Suppliers for emergency repairs, ensuring all procedures are followed correctly.
• Perform general/ad hoc duties as assigned from time to time.
• Submit monthly reports on administrative maintenance matters.

Requirements:

• Matric / Grade 12
• Previous experience in an administrative role
• Proficiency in Microsoft Office
• Excellent communication and organizational skills
• Ability to multitask and prioritize tasks effectively
• Proactive and positive attitude
• Ability to work well in a team
• Strong attention to detail
• Ability to maintain confidentiality
• Customer service experience is a plus