Technical Administrator - Gqeberha/Port Elizabeth at Coffee Importers and Roasters Organisation (CIRO)

KEY PERFORMANCE AREAS:

 Technical Operational planning and execution

• Workload plan is agreed with sales to schedule Technical resource - at least a forward look at 2 weeks
• Daily scheduling of workload to road and workshop technicians
• Effectively track technician time spent on scheduled tasks and communicate any concerns, delays or deviations to the manager
• Keep both internal and external customers informed of any plan delays or deviations
• Understand and analyse technical cost drivers
• Daily technical team schedule is published and maintained
• Planned scheduled is adhered to by technical resource
• Effective communication with customers and provide feedback
• Ensure Technical team is kept informed of any planned changes or necessary information
• Track daily workshop and road techie progress via ESO dashboard

Effective communication and reporting

• Timely attend to all workflow submissions for the Eastern Cape and ensure no ageing
• Relevant business information and reports submitted on time
• Customer repair quotations submitted, tracked and follow up with customers
• Minutes for technical meetings taken and distributed
• Maintain outright sales report from sap
• Publish daily tracker of repair progress and planned repairs
• Effective communication with the Planning and Deployment coordinator based in Johannesburg
• Ensure Install base is kept up to date
• Maintain the Eastern Cape demo account
• Run reports on outstanding Quotations and follow up with customers timely
• Ensure aged workflow request are escalated to management
• Provide management with relevant business information and reports to make an informed technical decision
• Follow up on outstanding customer quotations
• Regular departmental meetings is schedule and minutes taken to ensure service delivery and technical excellence
• Publish reports on time
• All spares shortages and equipment requirements need to be direct with Urgency to the Planning and Deployment Coordinator
• Implement reporting system on demo accounts and liaise with Sales team

Inventory management and sourcing of equipment and spares

• Review spares replenishment report, weekly
• Track out of stock spares requested by the region and order from JHB
• Track spares delivery dates
• Receipt spares and equipment into stock on SAP Source new and asset equipment as per workflow reports
• Maintain asset equipment park at technical in SAP
• Participate in the weekly cycle counts and full stock counts in technical.
• Request adhoc spare requirements outside of the weekly spares MRP replenishment report.
• Ensure that correct spares are ordered timeously and sufficient stock of spares is available
• Assist with stock take process is managed and administered
• Assist with investigation of inventory and boot stock discrepancies
• Manage and implement better controls on equipment request from consultants
• Monitor outstanding equipment schedules
• Flag high spare/critical spare usage to investigate root cause of usage

System maintenance and compliance

• Assist with fielding customer calls and creating Job card in SAP
• Initiate Spares billing for payable job cards
• Manage and administer the Workflow request for Eastern Cape
• SAP maintenance (GIT, Service notifications, purchase requisitions and PO's, STO for technical, install base)
• Ensure job cards is logged accurately and closed timely within SAP
• Correct billing is processed on time
• Ensure scanned is scanned onto SAP
• Track and monitor all workflow requests
• Ensure monthly reconciliation is completed on the install base and rentals loaded and run on time
• Ensure SAP is maintained for Eastern Cape and all old and past due transactions is closed or deleted
• Create purchase requisitions for non-production and production spend

Health and Safety in place

• Ensure health and safety procedures implemented
• Monthly H&S meeting attended
• Fulfil H&S appointed roles as required by Ciro
• Promote Safety, Health and Environmental awareness, responsibility and accountability amongst employees, suppliers, clients and other stakeholders under our influence
• Evacuation team register
• Ensure safety training and organizing/filling administration is up to date
• Update H&S folder minutes with regard to technical department
• All related H&S inspection sheets is completed
• Document and file monthly H&S meeting minutes and follow up on findings
• Develop safe working habits and to eliminate dangerous situations
• Evacuation team register is updated with new appointment and maintained

EXPERIENCE:

• 4 years within a Technical Environment
• 2 years within the Supply Chain function
• 2 years within the Coffee industry (advantageous)
• 2 years of Customer Service Management

QUALIFICATIONS:

• Supply Chain Degree / Diploma
• Grade 12

KNOWLEDGE:

• Technical knowledge of Coffee equipment and spares
• Inventory management
• Sound mathematical abilities
• MS Office (Excel essential)
• SAP Experience (Essential)

COMPETENCIES:

• Documenting Facts
• Thinking Rationally
• Working together
• Meeting Deadlines
• Attention to detail
• Minimizing risk
• Planning & Organising
• Keeping Commitments

Closing Date 25 August 2023