Vacancies at CFAO

Essential duties

• Systematically update and secure all employee files, ensuring accuracy and confidentiality in handling sensitive information. Effectively communicate with external vendors, such as brokers, to manage employee benefits and promptly resolve any inquiries.
• Respond promptly and accurately to employee queries regarding HR-related issues, fostering a supportive and open environment for communication.
  Provide relevant employee information, such as leaves of absence, sick days, and work schedules, ensuring payroll accuracy.
• Maintain accurate records of compensation details and adjustments for all employees, ensuring compliance with company policies.
  Collect and process expense forms related to HR activities, ensuring compliance with company policies and timely reimbursements.
• Collaborate in organizing HR-related projects, such as job fairs and recruitment events, ensuring all logistical aspects are effectively managed.
  Print and distribute payslips for operational employees who do not have computer access, ensuring proper handling and confidentiality throughout the process.
• Notify relevant managers and administrators when payslips are ready, facilitating seamless distribution within their respective departments.
  Manage requests for confirmation of employment letters, verifying employment information through contact with the payroll department, and extracting necessary details to issue the letters accurately.
• Compile lists of attendees based on the training sessions and communicate details to participants.
• Be present during training sessions to assist with any immediate needs, answer queries, and facilitate smooth execution.
• Advertise vacancies on Moov'Up system or through a recruitment agency.
  Screen incoming CVs to match candidates with the requirements of the role.
  Develop a matrix for managers to facilitate comparison of candidates' qualifications and experiences.
• Coordinate interview scheduling based on managers' preferences, confirming dates and times with candidates.
• Coordinate necessary checks, including criminal, qualification, and credit checks, following the completion of interviews.
• Send pre-arrival emails to new hires detailing required documents and information needed for their first day.
  Capture new employees' information in Master data systems 

Essential Duties (continued)

• Prepare necessary IT setups, including AD accounts and SAP setups.
• Organizes a two-day induction program for new hires, including setting agendas, liaising with presenters, and arranging logistics (eg, lunch vouchers).
• Process resignation notices, notifying relevant stakeholders of last working days.
• Coordinate termination documents, exit interviews, and relevant paperwork for employees leaving the organization.
• Consolidate information from exit interviews to identify trends and reasons for employee turnover, ensuring anonymity in reporting
• Collaborate with departmental managers to compile and prepare necessary HR reports on performance metrics, turnover rates, and training outcomes.
• Collect data from various HR systems and databases to support report generation, ensuring accuracy and completeness.
• Create monthly, quarterly, and annual HR metrics reports for management review, summarizing key performance indicators (KPIs) and trends.
• Gather and prepare all necessary documentation for internal and external audits, such as BEE and PACI audits.
• Ensure that documents are accurately filed both manually and electronically, paying particular attention to the payroll folder for SAGE integration.
• Collect and archive files for employees who leave the organization, labeling boxes and maintaining an Excel spreadsheet of contents for confidentiality and tracking.
• Record and store disciplinary information on spreadsheets, maintaining an up-to-date disciplinary tracker for all employees, organized by team.
• Vendor setup and Invoice management
• Apply kaizen mindset to identify and follow-up on opportunities for improvement, including conducting root cause analyzes to ensure problems do not recur     
• Role model leadership behaviors, values ​​and equal opportunities and diversity in daily interactions with colleagues at all levels.
• Act in an ethical, transparent and morally defensible manner, including highlighting unethical practices

Experiential and Educational requirements:

• Matric,
• HR Diploma or HR Degree (preferred)
• Minimum 2 years related HR Admin experience.

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Minimum Requirements:

• Grade 12 qualification/equivalent.
• 2 years' Heavy Commercial Vehicle Dealership experience in a Service Advisor position.
• Computer literacy skills and competence to make use inhouse system.
• Clean criminal record.
• A valid unendorsed SA driver's license

Practical knowledge of:

• the product range/brand.
• training on manufacturer's range. 
• Customer Legislation and Trade practices.
• updated technical terminology and mechanical concepts.

Proficient experience in:

• a corporate motor dealer group advantageous.
• the manufacturer's range.
• good verbal and written business communication in Afrikaans and English. 
• a neat appearance, presentable and a positive, honest work ethic.
• interaction/ relationship building with people at all interpersonal levels.
• a considered team player. 
• understanding and addressing the clients' needs.
• effective negotiation and persuasive influence.
• a good CSI records.
• a proven CE track record.
• a disciplined, deadline-driven work ethic and the ability to work under pressure.
• Heavy commercial vehicle experience

Profile Request:

Job Specification:

• Comply with internal/Group service standards and procedures for optimal performance levels.
• Communicate and respond to customer queries in person, via email or telephonically.
• Assist customers with inquiries, bookings, scheduling services and collection of vehicles.
• Liaise with the Foreman to ensure quality workmanship and productive control-procedures in the service department.
• Accomplish daily adequate labor sales targets to achieve monthly budgeted figures.
• Prepare and manage job cards and Technician notes with the required service details.
• Ensure that all vehicles are serviced and maintained to customers' requirements and franchise standards.
• Authorize the required parts to be ordered and follow up on outstanding parts on order.
• Provide thorough feedback to the customer regarding services done and/or outstanding.
• Contact existing and potential customers and sell additional services eg maintenance plans.
• Ensure that all costs, invoices, and claims are accurately completed daily.
• Manage customer complaints quickly and effectively for optimal customer satisfaction.
• Build continuous positive customer experiences and relationships for enhanced customer satisfaction and retention.
• Ensure that satisfactory CE levels are achieved as per manufacturing targets.
• Continuously maintain high levels of productivity.
• Any ad hoc admin/other responsibilities as and when required.

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MINIMUM REQUIREMENTS

• Senior Certificate (Grade 12).
• Computer literate.
• Openly and pleasantly conversant.
• Clean criminal record.
• Good verbal and written communication skills in English.

Profile Request:

KEY DUTIES AND RESPONSIBILITIES:

• Answer all incoming calls promptly and courteously and make outgoing calls on request.
• To ensure that incoming calls are connected in the shortest possible time.
• Assist incoming callers by giving information requested and redirecting calls where necessary.
• Take messages and ensure dispatch and receipt thereof.
• Report telephone/PABX faults and ensure that technicians tend to the problem.
• Report operational problems regarding unanswered calls and excessive private use causing delays and obstacles to effective communication.
• Arrange schedule of relief operators during off duty time.
• Ensure clean, neat and tidy appearance of reception area to ensure proper image of dealership is maintained.
• Maintain a neat personal appearance and friendly manner at all times.
• In instances where customers express dissatisfaction with any of the company's services, transfer the calls to the relevant manager immediately or in his/her absence to the General Manager.
• Issue receipts for all cash and account payments. 
• Ensure that cash from parts and service departments are received on time, the cash checked, and receipts issued.
• Ensure that all monies are locked away safely.
• Total the receipts book and bank all payments daily.
• Ensure that petty cash is recorded properly and reimbursed regularly.
• Assist the VSB clerk when needed.
• Assist with clerical administration as requested.
• Ad hoc duties, as and when required.

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Essential duties and responsibilities:

• Assist in the physical verification of stock and ensure adherence to FIFO (First In, First Out) control procedures.
• Confirm transfer orders in SAP to ensure accurate clearing of bins and alignment with SAP delivery notes.
• Validate sales orders, purchase orders (POs), Bill of Entry (BOE), and packing requirements with Sales and Customers to ensure all specifications are met.
• Organize and maintain a filing system for all daily delivery notes, ensuring they are accurately filed against the respective customer bins.
• Process product returns within 48 hours in SAP and communicate any issues or updates to the Team Leader and GAP (Goods Allocation Process).
• Be available to work overtime as needed to meet customer demands and contribute to continuous customer satisfaction.
• Ensure that bins 923 and 200 are cleared at the end of each shift to maintain efficient operations.
• Execute transaction VL060 to generate a daily list of outbound delivery documents, ensuring all special delivery instructions and addresses are followed.
• Help prepare for stock takes and actively participate in regular stock counts to ensure inventory accuracy.
• Oversee and ensure that daily housekeeping is performed according to 5S principles by all team members to maintain a clean and organized work environment. 

Profile Request:

Experiential and Educational requirements:

• Minimum of Matric / Grade 12
• Higher Certificate in Supply Chain, Logistics, Warehouse Operations
• Relevant diploma (in Logistics / Supply Chain / Operations
• Basic Computer Skills, MS Office, and SAP 
• 2-3 years related experience.  
• Forklift/Reach Truck Operator License (Advantageous)