Technical Administrator at Coffee Importers and Roasters Organisation (CIRO)

ROLE PURPOSE

• The Technical Administrator will be responsible for providing comprehensive administrative, planning, reporting and system support to the Western Cape Technical team. The role ensures effective scheduling of technical resources, accurate SAP processing, inventory control, workflow management and consistent communication with internal and external stakeholders to support service delivery excellence.

KEY RESPONSIBILITIES

Technical Operational Planning & Execution

• Agree and manage the technical workload plan with Sales, ensuring a minimum two-week forward schedule
• Daily scheduling of road and workshop technicians
• Track technician time against planned tasks and escalate delays or deviations to the Technical Supervisor
• Maintain and publish the daily technical schedule
• Communicate scheduling changes, delays and progress updates to internal and external customers
• Analyse and track technical cost drivers
• Monitor technician progress via the ESO dashboard
• Ensure adherence to planned schedules and effective customer feedback

Communication, Reporting & Workflow Management

• Manage and attend to all workflow submissions for the Western Cape, ensuring no ageing requests
• Submit accurate business reports and operational information timeously
• Prepare, submit, track and follow up on customer repair quotations
• Take and distribute minutes for technical and departmental meetings
• Maintain outright sales reports from SAP
• Publish daily repair progress and planned repair trackers
• Liaise closely with the Planning & Deployment Coordinator (Johannesburg)
• Maintain and update the install base and Western Cape demo accounts
• Run and monitor reports on outstanding quotations and escalate ageing requests
• Provide management with accurate data to support technical decision-making
• Communicate all spares shortages and equipment requirements urgently

Inventory Management & Sourcing

• Review weekly spares replenishment reports
• Track out-of-stock spares and coordinate orders from Johannesburg
• Track spares delivery dates and receipt into SAP
• Source new and asset equipment as per workflow requirements
• Maintain asset equipment records in SAP
• Participate in weekly cycle counts and full stock counts
• Manage ad-hoc spares requests outside standard MRP replenishment
• Ensure correct, timeous ordering and sufficient stock levels
• Assist with stock take administration and investigations into discrepancies
• Implement controls on equipment requests and monitor outstanding equipment schedules
• Flag high or critical spare usage for root-cause analysis

Systems, SAP & Compliance

• Assist with customer calls and create job cards in SAP
• Initiate spares billing for payable job cards
• Manage and administer Western Cape workflow requests
• Maintain SAP transactions including GIT, service notifications, purchase requisitions, POs, STOs and install base
• Ensure job cards are logged accurately and closed timeously
• Ensure correct billing and document scanning into SAP
• Complete monthly install base reconciliation and rental processing
• Close or clear old and past-due SAP transactions
• Create purchase requisitions for production and non-production spend

Health, Safety & Environmental Compliance

• Ensure health and safety procedures are implemented and maintained
• Attend monthly H&S meetings and fulfil appointed H&S roles
• Promote SHE awareness and accountability across stakeholders
• Maintain evacuation team registers and H&S documentation
• Ensure safety training records are up to date
• Complete and file inspection sheets and monthly H&S minutes
• Follow up on findings and corrective actions
• Promote safe working practices and eliminate hazardous conditions

MINIMUM REQUIREMENTS

Qualifications

• Grade 12 (Essential)
• Supply Chain Degree or Diploma (Essential)

Experience

• Minimum 4 years’ experience in a technical environment
• Minimum 2 years’ experience in a supply chain function
• Minimum 2 years’ customer service management experience
• Experience in the coffee industry (advantageous)

KNOWLEDGE & SKILLS

• Technical knowledge of coffee equipment and spares
• Inventory and asset management
• Strong analytical and reporting capability
• Sound numerical and mathematical ability
• Report writing and administrative excellence
• Strong technical aptitude
• Advanced MS Excel and MS Office skills (Essential)
• SAP experience (Essential)
• Strong communication and stakeholder management skills

REQUIRED COMPETENCIES

• Documenting facts
• Thinking rationally
• Articulating information
• Recovering from Setbacks
• Meeting Deadlines
• Attention to Detail
• Planning and organizing
• Maintaining productivity