Job Openings at Ann Swann Personnel Services

What You’ll Do:

• Act as the point of contact between clients and staff.
• Provide administrative assistance to the team.
• Assist in sending customer invoices and statements monthly.
• Manage appointments, itineraries, VISA applications, and travel arrangements (flights, accommodation).
• Source and procure office supplies; handle and manage service providers and suppliers.
• Maintain the office filing system and ensure orders with local suppliers are placed and followed up on.
• Gradually take on more responsibility in supporting operational processes as you settle into the role.

What You’ll Need:

• Professional, well-spoken, and presentable.
• Excellent organizational and problem-solving skills, with strong attention to detail.
• Ability to work under pressure and meet deadlines while maintaining a positive attitude.
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with accounting software like Xero is a bonus.
• Strong numerical skills and ability to handle administrative tasks with efficiency.
• A valid driver’s license and access to your own transport.

Bonus Skills:

• Prior experience in office administration is beneficial but not required.
• Ability to work independently, manage tasks to completion, and adapt quickly to new systems and processes.

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Requirements:

• Valid Matric Certificate.
• Minimum of 3 years’ experience as a storeman in an engineering/manufacturing environment.
• The candidate must have at least three years of hands-on experience working in a similar environment, ideally in sectors such as engineering or manufacturing.
• Must be willing to work overtime especially for stock takes - Occasionally, stock takes or urgent tasks may require working outside regular hours. The candidate should be flexible and prepared to work overtime when needed,
• Must have a valid driver’s license. - A valid driver’s license is necessary, as the role may involve driving within the facility or making trips to collect or dispatch inventory, ensuring smooth logistical operations.
• Must have a valid forklift license - Since the role involves managing stock and warehouse operations, operating a forklift is a core responsibility.
• Good communication skills - Strong verbal communication is critical for coordinating with different departments, handling requests, and giving clear instructions. The ability to effectively communicate with colleagues, supervisors, and external stakeholders is a must for smooth daily operations.
• Good writing skills.

Software Experience:

• Working with a modern ERP system (SAP B1 would be an advantage) within the following modules:

Inventory

• Multi-Warehousing.
• Bills of material.
• Stock transfers to different internal stores/warehouses.
• Understanding stock Categories.
• Understanding stock Groups.
• Printing inventory reports.

Accounts payable

• Linking goods received notes to purchase orders.
• Viewing open purchase orders.
• Creating purchase order request or purchase order.

General Function Proficiency

• Taking full responsibility of inventory kept in the stores and factory.
• Adhering to company policy and procedures and enforcing policy and procedures to all staff requesting goods from stores.
• Keeping store area clean and shelves packed in such a way as to improve locating stock items.
• Label incoming and outgoing items with corresponding job/project codes allocated by ERP system.
• Preparing for stock takes and have a good understanding of stock take procedures.
• Working in a high-pressure environment while adhering to procedure.
• Dealing with all relevant paperwork on time.
• Access control to store area.
• Good understanding of Health and Safety requirements in the workplace.
• Keeping sufficient stock of critical items by alerting buyers when volumes are low.
• Arranging for courier collection or deliveries.
• Report on partial deliveries.
• Plan and prioritise movement of parts to ensure timeous dispatch.

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Requirements:

• Valid Matric Certificate.
• Excellent knowledge of Microsoft Excel and Outlook.
• Good communication skills.
• Good writing skills.

General Function Proficiency include, but are not limited to:

• General Administrative Support: Provide day-to-day administrative assistance to the team, ensuring smooth office operations.
• Supplier Management: Contact suppliers for stock pricing, follow up on supplier statements, and request invoices.
• Document Management: Assist with organizing and maintaining physical and digital files, ensuring all documents are properly filed and easily accessible.
• Data Entry: Accurately input data into Excel spreadsheets, ensuring all information is up to date and correct.
• Basic Accounting Support: Assist with processing purchase orders, invoices, and other basic financial tasks as needed.
• Ad-hoc Tasks: Provide support on various projects and ad-hoc duties as requested, contributing to the overall efficiency of the office

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Duties and Responsibilities 

• Integration of New Software Solutions: Integrate new software solutions into existing technical customer environments, ensuring compatibility and optimal performance.
• System Installation and Configuration: Install, configure, and calibrate software products, including tools and their controllers, to meet customer needs and specifications.
• Handling Customer Queries: Address and resolve customer queries related to software functionality and performance, ensuring high levels of customer satisfaction.
• Testing and Validation: Conduct thorough testing and validation of software systems to ensure reliability and adherence to industry standards.
• Problem Analysis and Error Elimination: Analyze software-related problems and implement effective solutions to eliminate errors and improve system performance.
• Customer Training: Provide training sessions to customers, ensuring they understand the operation and maintenance of the software systems.
• Support During Pilot Phases: Assist customers during pilot phases of new software deployment, supporting the ramp-up of production and ensuring smooth transitions.

Maintenance Phase Support:

• Ongoing Support: Provide ongoing remote or on-site production support as needed to ensure continuous operation.
• Incident Follow-up: Follow up on IT incidents in collaboration with the product company to resolve issues promptly.
• Shift Support: Offer shift support if necessary to accommodate customer needs and production schedules.
• Reconfiguration and Modification: Perform reconfiguration and modifications to software systems based on customer requirements.
• Software Updates: Implement software updates to maintain system efficiency and incorporate new features.
• Preventive Maintenance: Conduct preventive maintenance, calibration, and other services such as installation, commissioning, and troubleshooting related to industrial tools.

Qualifications:

• Education: Degree or diploma in Information Technology, Electronics and Communication, or equivalent. Certification courses in software and database management are advantageous.

• Experience: Proven professional experience as a system administrator in the IT sector, with a minimum of 3+ years of relevant experience.

Technical Skills:

• Server and workstation administration on Windows and UNIX, preferably including cluster technologies.
• Installation and troubleshooting of hardware platforms.
• Knowledge of network technology and data communications.
• Experience with ORACLE and Microsoft SQL Server installation and administration.
• Webserver installation, management, and troubleshooting, including Apache and IIS.
• Basic knowledge of industrial automation, fieldbus techniques, and PLC programming is desirable.
• Experience with software programming and scripting languages is advantageous

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Duties And Responsibilities

• To prepare Part, Service and Repair quotations for Customers.
• To ensure that the sales targets, GP and Market contribution for both service operations and part sales are met within the area of responsibility.
• To continuously drive customer satisfaction by facilitating prompt and efficient service.
• To grow the Power Service business by actively improving the 1:1 Ratio and increasing customer share in the equipment population.
• Maintain and increase customer share by conducting regular customer visits in your area of responsibility.
• Prepare monthly reports of activities and statistics of quotations vs. orders received (SAP Cloud).
• Monitor and reporting of all competitor and pirate activity in the area and at key customers.
• Stay current with technical and product training to ensure up-to-date knowledge and expertise.
• Analyse and report on competitors’ pricing structures and any changes.
• Involvement of tenders, quotations and proposals.
• Support the collection process for overdue accounts from sales.
• Monthly/quarterly structure quality meetings with key clients.
• Perform any functions or duties as required in accordance with “The Way We Do Things” guidelines.
• Enhance the company’s image by actively promoting our services, spare parts, and sales offerings.
• Collaborate with the marketing team on service proposals and contribute to monthly sales meeting reports.

Job Requirements 

• Minimum of five years’ experience in retail and after-sales business.
• Proven ability to cultivate and enhance customer relationships.
• Strong planning and organisational abilities.
• Capability to turn quotations into successful sales.
• Suitable tertiary qualification - N6 and or Sales and Marketing qualification.
• Valid driver’s license.
• Valid passport.
• Demonstrates confidence and excels in collaborative team environments.
• Computer literate (majority of work relate to AC SAP systems).
• Strong time management and organisational skills.
• Exceptional interpersonal and communication abilities.
• Highly self-motivated with a proven ability to work independently.

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Key Responsibilities:

• Order PPE items (stock, special buy-ins, and non-stock items)
• Collaborate closely with branders and suppliers
• Follow up on outstanding orders and back orders
• Assist the internal sales team with PPE queries for special buy-in items
• Source new suppliers and branders
• Perform administrative tasks
• Participate in stock takes
• Assist with planning deliveries and collections from branders/suppliers
• Support general day-to-day tasks as required by the company
• Knowledge of the PPE industry will be an advantage

Minimum Requirements:

• Minimum 3 years of working experience
• Matric certificate
• Fluency in spoken, written, and reading English
• Computer literacy (MS Word, Excel, PowerPoint, Outlook)
• Strong organisational and planning skills
• Excellent oral and written communication abilities
• Ability to prioritize tasks and focus on key priorities

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Key Responsibilities:

• Assist in maintaining and updating customer accounts.
• Help resolve billing discrepancies and related issues in a timely manner.
• Perform account reconciliation and assist in month-end closing processes.
• Communicate with customers to negotiate payments and resolve outstanding invoices.
• Collaborate with the finance team to improve the efficiency of accounts receivable processes.
• Ensure accuracy and attention to detail in all transactions and documentation.
• Adapt to team environments and work under pressure with minimal supervision.
• Provide customer-focused solutions to payment and account queries.

Skills and Qualifications:

• Matric
• Diploma or degree in Credit Management, Finance, or a related field.
• Basic experience in accounts receivable, billing, and account reconciliation will be a plus
• Strong interpersonal and communication skills (both written and verbal).
• Solid negotiation abilities with a customer-focused approach to problem-solving.
• Ability to handle pressure and meet deadlines with a driven, independent work ethic.
• Exceptional attention to detail and strong organisational skills.
• A quick learner, adaptable to different team environments.
• Good problem-solving, analytical, and judgment skills.
• Computer literate, with proficiency in Microsoft Office (Excel, Word) and accounting software will be beneficial

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Key Responsibilities:

• Support the sales team with administrative tasks and sales activities.
• Engage with clients to understand their needs and provide solutions.
• Assist in lead generation and market research.
• Help prepare sales presentations and proposals.
• Maintain the CRM system and ensure data accuracy.

Qualifications:

• Recently completed or in the process of completing a degree in Business Management or Marketing.
• Passion for sales and building relationships.
• Strong communication and organizational skills.
• Proficiency in Microsoft Office and CRM systems.

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Duties and Responsibilities 

• Processing quotations and sales orders.
• Following up on outstanding quotations and orders.
• Assisting with customer queries and providing relevant product information.
• General administrative tasks.
• Conducting telesales and following up on both existing and new customers.
• Participating in stock takes.
• Assisting with planning deliveries and collections.
• Supporting general day-to-day tasks as required by the company.

Job Requirements 

• Matric 

Additional 

• Minimum 3 years of working experience in a similar role.
• Matric (Minimum qualification required).
• Proficiency in speaking, reading, and writing in English.
• Strong computer literacy, including MS Word, Excel, PowerPoint, and Outlook.

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Duties & Responsibilities

• Oversee daily fleet operations, ensuring efficient vehicle use.
• Schedule maintenance and ensure vehicles meet safety and legal requirements.
• Monitor driver performance and fuel consumption.
• Manage fleet-related incidents and reduce operational costs.
• Maintain inventory of spare parts and generate fleet performance reports.

Job Requirements:

• Matric.
• Additional qualifications is a plus.
• Proven experience in fleet management
• Proficiency in fleet management software, strong organisational and communication skills, and knowledge of vehicle maintenance.
• Experience with fleet tracking software.
• Valid driver’s license; fleet management certification is a plus.
• Problem-solving, decision-making, and analytical skills.
• Ability to work independently and manage multiple tasks under pressure.