Triton: Receptionist/Clerk - Cape Town at Plennegy Group

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 Freight ware 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:

• Grade 12 minimum ( Matric )
• 1-2 years reception / general clerical experience 
• Computer literate - MS Word, Excel, Outlook – or similar e-mail system
• A good understanding of the Freightware management system – or similar 
• A basic understanding of warehousing / store procedures
• Ability to work under pressure & work unsupervised the majority of the time
• Ability to communicate both verbally and written on all levels – both internally and externally
• Ability to work as a team player
• Ability to communicate fluently in both English and Afrikaans 
• Good time management – meeting specific deadlines
• Prepared to work outside normal working hours – as and when required 
• Attention to detail at all times – accuracy 
• Excellent listening skills 
• Self-motivated & reliable
• Presentable and of a professional manner at all times
• Own reliable transport to and from work
• Work hours 7h00 – 17h00
• Willing to work overtime according to client and company need