RESPONSIBILITIES:
Providing a telephone service to clients and staff by…
- Answering in-coming telephone calls, responding, and redirecting as required
- Taking / delivering telephone messages timeously
- Greeting clients, handling queries, providing information, and resolving issues, as is appropriate
- Liaising with Telkom / Alcatel regarding specific requirements and maintenance needs
- Sourcing telephone numbers and making outgoing calls as requested
Maintaining the reception area and receiving visitors by …
- Monitoring / reporting on the cleaning and presentation of the reception area
- Greeting customers, receiving parcels, etc and distributing
- Supervising correspondence collections by clients
- Providing information, directing clients, and responding to queries
Delivering client support services by…
- Conducting customer services level survey by making telephonic contact, questioning, and recording responses
- Preparing freight quotations by requesting and processing freightware data (A/c no., area (senders & receivers), service levels, quotations, dimensions, weights, and insurance requirement) and faxing printed quotation(s) to clients
- Investigating / resolving freight queries / problems through waybill and discrepancy report reviewing, verification, determining status and communication with clients
- Reconciling customer statements against master lists and processing distribution thereof
- Liaising with clients as and when required
Administering operational procedures by…
- Maintaining / supplying driver stationery
- Administering discrepancy manifest in terms of collating all discrepancy reports to master records (excel); contacting and advising clients; communicating with branches viz misrouting; checking scanning details; updating master record information; recording bay schedules in master report; reviewing endorsed waybills viz claims and administering claims procedure
- Monitoring third party agent POD’s by printing outstanding POD report (by days) and verifying status; marking-off on dispatch trip sheets; resolving queries and faxing waybills
- Preparing waybills awaiting POD’s / waybills awaiting delivery reports, investigating / reporting on problem
Assisting with and monitoring delivery and collection procedures by…
- Responding to delivery / collection clears and resolving queries / problems as indicated
- Liaising with clients regarding delivery and collection information / data and instructions
- Establishing / verifying client and collection data
- Processing collection orders and generate collection registers
- Generating collection quotes and faxes to clients on request
- Confirming collections placed from other branches
Providing adhoc administrative assistance by…
- Recording / generating collection quotes, registers, and fax to clients on request
- Confirming collections placed from other branches
- Assisting with cheque collections through telephonic client enquiries
Processing freightware systems data (modified waybills) by …
- Capturing waybill details (account number(s), service levels, dimensions, and weights, etc.) and allocating waybill depot destination
- Verifying entered data and recording line-haul manifest
- Correcting scan manifesting (if necessary) by cross checking retained manifest to waybills awaiting reports
Processing proof of delivery documentation…
- Capturing POD’s in Freightware system, noting discrepancies to Branch Sales Manager
- Submitting endorsed POD’s to Branch Sales Manager
- Remitting POD’s to Durban office daily / monthly
Processing “cash on delivery” banking by…
- Receiving COD cash and preparing bank deposit documentation
- Receiving COD cheques and preparing bank deposit documentation
- Reporting bank deposits daily to Head Office
- Reporting daily current and dated outstanding COD’s to Durban Office
Providing administrative assistance by …
- Monitoring stationery stock (weekly) advising admin
- Supervisor each Friday of replenishment requirements and placing orders with Head Office
- Compiling monthly stationery reconciliation and submitting to Head Office
- Controlling ‘received’ Nedfleet petrol card slips (daily update), preparing monthly reconciliation of petrol slips, and submitting to Head Office
- Updating diesel sheets on a daily basis and submitting monthly to admin Supervisor, further advice weekly km’s for McCarthy diesel’s fleet
- Undertaking all general filing and assisting with the copying of creditors’ invoices and orders
REQUIREMENTS:
Qualifications and Experience
- Minimum education: Grade 12 (Matric).
- Work experience: 1-2 years in reception or general clerical roles.
- Technical skills:- Proficient in MS Word, Excel, Outlook, or similar email systems.
- Familiarity with Freightware management systems or similar tools.
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