Dept. : Service Operations

Reports to: Admin, Service Asset Controller & Warranty Manager

Grade: AD1

Position type: Permanent

Job Outline 

• To assist the Service management or cost center manager 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.
• Administer all monthly jobs for contracts, vehicle administration, non-chargeable hours etc.
• To ensure all monthly KPIs reports are prepared and submitted to the Admin, Service Asset Controller & Warranty Manager
• Ensure proper and sequential filing of all work order files and documents are sequentially filed in the work order file.
• Proper maintenance of work in progress files and ensuring their physical availability.
• Opening work orders and raising quotations as submitted by service supervisors.
• On time submission of all warranty claims to Wilson and monitoring on their settlements.

MAIN DUTIES AND RESPONSIBILITIES

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

• All administration is conducted in accordance to the Service Department Procedures – Administration.
• Utilize 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 labor, expenses, mileage, miscellaneous and outside purchases are included.
• Assist in WIP reports from for monitoring WIP and lease with service supervisor.
• 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 Admin, Service Asset Controller & Warranty Manager / service cost center manager.
• Close all jobs and generate invoice for authorization by Admin, Service Asset Controller & Warranty Manager.
• Generate the final invoice on authority from the Admin, Service Asset Controller & Warranty Manager.
• Administer filing of invoice copies and record of original invoices prior to dispatch to customers..
• Ensure every job file contains all relevant documentation as specified in the Service procedures manual.
• Develop Reports as requested by the service management and supervisor
• Required to work after normal working hours when requested by management or work load.

Service Filing. Performance is up to standard when:

• Filing is administered in accordance to service procedures at all times and any changes made by RPI must be actioned immediately.

Service Department Vehicles. Performance is up to standard when:

• Vehicles are administered in accordance to service procedures.
• Assist in open & close monthly jobs for each individual vehicle.
• Assist in booking of all fuel costs to the vehicles job.

Create Management Information. Performance will be up to standard when

• Produce required management information reports for Admin, Service Asset Controller & Warranty Manager / Service supervisors on weekly, monthly and annual basis when requested to do so.
• To assist & compile for Kenya all KPI Results, using System Reports. Assist Admin, Service Asset Controller & Warranty Manager / Service supervisors in administration of critical projects and their respective Key Performance Indicators.
• Assist Admin, Service Asset Controller & Warranty Manager in debt collection when required to do so.

Follow Service Administration procedures at all times. Performance will be up to standard when:

• The Service Department Procedures are to be utilized at all times.
• Any recommendations for changes are to be coordinated through the Service Administration Manager with the recommendations sent to Service Development Manager.
• Liaise with the Service Administration Manager at all times and undertake any additional work assigned outside the scope above.

CONTACTS

• Service Operations team and Human Resources Manager
• Suppliers 

Job Requirements

KNOWLEDGE

• High level understanding of management, financial and business practices
• High level of Information Technology and Personnel Computing

SKILLS

• Honesty and discretion
• Ability to speak and write technical English
• Numerate
• Good time keeping
• Willing to work according to the needs of the business
• Self starter
• Proactive employee

QUALIFICATIONS

• Management, financial, or business degree from a recognized university
• Work experience in a busy Administration office

How to Apply

Interested and qualified applicants can send their CV to : 

international_construction@ethiojobs.net

Note: Use " Field Service Administrator" as the subject line of your email