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

2. Service Filing. Performance is up to standard when:
a) Filing is administered in accordance to Service Procedures.

3. Service Department Vehicles.  Performance is up to standard when:
a) Vehicles are administered in accordance with Service Procedures.
b) Review monthly jobs for each individual vehicle.
c) 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) A record is kept for service department leave, sick leave, daily absentees and overtime utilizing DBS.
b) 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:
a) Ensure SIMS are administered in accordance to Service Procedures.
b) SIMS Information from the service report is booked on DBS .

6. Administer warranty for Service Department.  Performance will be up to standard when:
a) Ensure warranty jobs are administered in accordance to Service Procedures.
b) 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:
a) Produce required management information reports for Territory Service Manager / Service Cost Centre Manager / service supervisor.
b) Assist Territory Service Manager / Service Cost Centre Manager / service supervisor in administration of the critical projects and their respective Key Performance Indicators.
c) 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:
a) Ensure PIPs are administered in accordance to Service Procedures.
b) Release current list of outstanding PIPs to Territory Service Manager / Service Cost Centre Manager /service supervisor.
c) Chase Territory Service Manager / Service Cost Centre Manager / service supervisor for outstanding PIP’s

9. Ensure Service Administration procedures are utilized. Performance will be up to standard when:
a) The Service Department Procedures are to be utilized at all times.
b) Any recommendations for changes are to be coordinated through the Service Administrator with the recommendations sent to Service Development Manager.
c) 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.