Jobs at Coffee Importers and Roasters Organisation (CIRO)

Job Specification:
Key Performance Areas:
General Housekeeping:

• Perform general cleaning duties in & around the workshop
• Keep Workshop Floor Area, Wash Bay, Power tool Area & asset spares area clean & in neat order
• Required to do tool checks & keep tool cupboards in neat order where applicable (Responsible for “lost” tools) and equipment handling in Workshop & Warehouse
• Cleaning duties in Workshop
• Offload containers
• Cleaning of dispensing equipment in line with SNOP
• Perform any other tasks as instructed by the Regional Sales Manager
• Keep “Training Room” clean & in neat order

Technical Duties:

• Stripping, descaling & cleaning of spares (taps, boilers etc.)
• Re assembling of spares & selected Equipment
• Perform Pre delivery inspections on Equipment
• Work overtime as required from time to time
• Repair Faulty Equipment

Administrative Duties:

• Fill in Consumption sheets with Part Description & Code
• Complete & hand in R-Calls
• Complete & hand in Time Sheets
• Complete & hand in Tool Checks
• Complete Overtime Sheets
• Complete Leave Applications
• Complete, sign & obtain second signature on PDI’S

S.H.E. Responsibilities:

• Keep own work area clean, neat & safe at all times
• Keep Work Bench, Floor Space & Shelving uncluttered & safe
• Wear relevant protective clothing
• Only use tools trained on & signed off by W.S.
• Consider the possible Risks of activity’s in the Warehouse

Additional Responsibilities:

• Time management
• Responsible for spares and tools
• Promote company ethics and values at all times.
• Full Responsibility of own Quality of Workmanship
• Be cost-conscious when selecting replacement spares during repairs

Knowledge Required:

• Basic Coffee knowledge
• Basic knowledge of Coffee extraction through equipment variants
• Technical service and repair experience Intermediate Electrical 220v/380v Knowledge Basic Electronic Knowledge
• Intermediate to Advanced understanding of Multimeter
• Logical & Methodical thinking

Qualifications and Experience:

• Matric essential
• Certification in relevant required (Skill High) coffee equipment
• Advanced Coffee Course Certificate
• Customer relations short course(optional)
• Valid drivers license

Other requirements:

• COVID Vaccinations – FULLY vaccinated

Competencies:

• Documenting facts
• Thinking rationally
• Thinking conceptually
• Thinking analytically
• Recovering from setbacks
• Meeting deadlines
• Attention to detail
• Planning and organizing
• Minimizing risks
• Embracing change
• Maintaining productivity
• Keeping commitments
• Taking initiative
• Persisting

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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

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Value added training visits and building credible coffee relationships

• Announcing him/herself to management of establishment with explanation for purpose of visit
• Ensuring that the management of establishment is made aware of any coffee product related issues, training needs or equipment repairs
• Ensuring the customer is aware that this service is a paid service and agrees to the invoice being issued before the training starts
• Ensuring customer is aware of any changes made, i.e. setting of grinders or operational guidance performed (still in line with guidelines set as per SLA if applicable)
• Ensure customers are using Ciro products
• Build sound business relations with the main objective to retain and builds volume throughput 

Customer Specific Ciro CORE Evaluation, Training Register & ESO is completed

• Ensuring that management of establishment signs off the following documents from visit:-
• Ciro CORE Evaluation
• ESO Job card with spares consumed
• Quote/invoice for the visit
• Ensuring that the correct online documents are submitted and is comprehensively completed at every call as per the prescribed standard set by Key Accounts, Training and the Customer
• Escalate any findings to Ciro management as well as keeping the customer informed of any irregularities

Ensuring the In-Cup quality of the coffee is of the agreed standards

• Freshness test done on all Ciro products
• Testing all products through equipment and completing taste testing, grammage testing and flowability
• Testing all equipment to ensure it is mechanically, aesthetically and functionally acceptable
• Calibrating and or programming of equipment to ensure the right quality of coffee products is produced
• Assessing the Staff at establishment to ensure that the right procedures are followed when making coffee and related products plus correct cleaning procedures is adhered to
• Where appropriate, ensure compliance of quality standards defined by customer HQ and report irregularities to management of establishment

Performing Basic Preventative Maintenance of coffee equipment

• Performing Basic Preventative Maintenance as per service intervals defined within SLA or Coffee Squad Agreement.
• Ensuring that the Maintenance activities is completed thoroughly and signed off by management of establishment
• Ensuring that the whole service kit of spares is consumed and that a Job Card is signed off by management of establishment
• Assessing the equipment on site and if major repair work is necessary, logging a repair call with the technical department
• Malicious damage to be informed to customer
• Responsible to keep business informed of potentials leads
• Responsible for spares and tools

Minimum Requirements:

Experience:                                                                  

• Experience in training, patience and good manners beneficial
• Art of Coffee extraction understanding through equipment variants
• Technical fault finding, service and repair 
• Customer interaction experience

Qualifications:

• Completed Matric certificate
• Technical Qualifications
• Coffee Equipment
• Coffee qualification

Additional Requirements:

• Valid Driver’s license
• Minimum 2 years driving experience
• Availability to travel and stay overnight when necessary  
• Interest in hospitality industry
• Strong interpersonal skills

Competencies:

• Documenting facts
• Articulating information
• Embracing change
• Seizing business opportunities
• Meeting deadlines
• Attention to detail
• Planning and organizing
• Maintaining productivity

Closing Date 25 August 2023