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Helpdesk Operator

  • Ad Placed : 21 Nov 2019 23:30:10 Affiliate ad
  • Remuneration : PER MONTH
  • Employment Type : Full Time
  • Employment Level : Senior Management
  • Industry :
  • Professions
    Other Professions
  • Region : Western Cape
  • Company : Boardroom Appointments

Our client based in Cape Town is looking for a Helpdesk Operator / Administrator to respond / create orders, general customer inquiries, invoice inquiries, and customer complaints.

Education and Minimum Requirements

  • Grade 12 (Matric)
  • Property management experience will be an advantage
  • Strong Proficiency in relevant computer packages (MS Office) and software packages

Competencies

  • Very strong communication skills
  • Excellent attention to detail and numerate accuracy
  • The ability to do follow up on outstanding payments
  • Innovative thinking and ability to follow process
  • Dynamic and enthusiastic
  • The ability to interact professionally with individuals at all levels of staff
  • Competent time management skills
  • Professional attitude and capability and personal initiative
  • Be deadline driven

Responsibilities

Administration Management

  • Comply with internal requirements regarding the upkeep of filing systems.
  • Contractors on site documentation, quotes, jobcards, service reports
  • Creating/manage of purchase orders together with supporting documents on the system. Supporting documentation to be filled with the job cards.
  • Efficient operation of Helpdesk system. Issue job cards, follow-up on opened job cards, changing the status of the job cards from assigned/complete/history, closing of job cards, update the notes on the job cards.
  • Attend to follow ups and escalations of work orders where and when necessary
  • Administration and control of vender documentation.
  • Ensure that new contractors are loaded on the share drive.
  • Completing of credit applications
  • Maintain a good relationship with the various local authorities.
  • General administration duties in the office relating to the Service Department and assist the Service Department personnel with all administrative functions of the Department

 

Asset Maintenance & Management

  • Dispatch service providers for maintenance requests when requested by Property Service Manager, Property Manager or Centre Manager.
  • Follow up on the progress of the job until invoice is received

Financial Management

  • Outstanding purchase orders to be managed and followed-up weekly/daily.
  • Manage all invoices received from vendors and suppliers and prepare paperwork for submission to finance department by matching the purchase orders and vender invoices.
  • Ensure that the orders and the invoices are married, ensure that the invoicing details are correct, ensure that the correct vat #'s are used, ensure that the job cards are signed and that the job was successfully completed before the invoice is send for processing
  • Checking and coding of invoices as per the code supplied by the requester of the job card.
  • Liaison with the external accounts department to solve any problems that may arise with invoices.
  • Liaison with the internal accounts department to solve any problems that may arise with invoices.
  • Capture invoice details on the systems and close to history and ensure that all back-up documentation is in place before the job card is closed on the system

Customer Service

  • Liaison between internal & external clients in a professional and respectful manner.
  • Logging of complaints or other requests received from tenants for services to be rendered.
  • Notifying responsible supervisor of work to be carried out.

Reporting

  • Assist with accrual report per Service Manager from the system on a monthly basis.
  • Preparing back-up information for operational reports to Facilities Managers or Property Services Managers
  • Generate report of all open work orders for auditing purposes by the Property Services Manager.
  • Attend scheduled meetings with the Building Supervisors and follow up on the outstanding work and invoices
  • Manage daily progress of the helpdesk system

General Duties

  • Responsible for all other duties as assigned by Facilities Manager or Property Services Manager.
  • To undertake any other duties as may be required by the level of the post, and as required by the manager.
  • Adhere to deadlines set by the manager

Please visit our website at www.boardroom.co.zafor more details and to register your C.V.

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