Job Description

KEY DUTIES AND RESPONSIBILITIES

Bookings Clerk
• Ensuring timely closure of all jobs.
• Costing all jobs according to the flat rate manual.
• Assisting Service Advisors during peak times.
• Taking service bookings primarily between 07:30 and 10:00.
• Managing diary efficiently, ensuring correct daily hours using the bucket system.
• Planning effectively for customer departures during mornings.
• Coordinating between service advisors and foreman.
• Maintaining an updated and neat booking sheet.
• Providing friendly and helpful customer service, offering accurate information.
• Obtaining timely and accurate authorization from service plan and fleet companies.
• Keeping filing up to date.
• Sending debtors invoices promptly.

Receptionist/Switchboard Operator
• Answering incoming telephone calls promptly.
• Ensuring customer comfort in the reception area.
• Managing the switchboard, including call transfers and message taking.
• Controlling machinery and lighting to maintain reception displays while limiting wastage.
• Assisting in managing cleaners to upkeep the front desk and dealership.
• Supervising junior staff working in the reception area.
• Completing weekly/monthly reports for the Dealer Principal/Accountants promptly.
• Assisting with general administration duties.

Position Overview: Costing Clerk
• Ensuring timely closure of all jobs.
• Costing all jobs according to the flat rate manual.
• Assisting service advisors during peak times.
• Taking service bookings primarily between 07:30 and 10:00.
• Managing diary efficiently, ensuring correct daily hours using the bucket system.
• Planning effectively for customer departures during mornings.
• Coordinating between service advisors and foreman.
• Maintaining an updated and neat booking sheet.
• Providing friendly and helpful customer service, offering accurate information.
• Obtaining timely and accurate authorization from service plan and fleet companies.
• Keeping filing up to date.
• Sending debtors invoices promptly.

Specific Role Responsibilities

Costing Clerk Duties:
• Ensuring timely closure of all jobs.
• Costing all jobs according to the flat rate manual.

Bookings Clerk Duties:
• Assisting Service Advisors during peak times.
• Taking service bookings primarily between 07:30 and 10:00.
• Managing diary efficiently, ensuring correct daily hours using the bucket system.
• Planning effectively for customer departures during mornings.
• Coordinating between service advisors and foreman.
• Maintaining an updated and neat booking sheet.
• Providing friendly and helpful customer service, offering accurate information.
• Obtaining timely and accurate authorization from service plan and fleet companies.
• Keeping filing up to date.
• Sending debtors invoices promptly.

Qualifications and Experience
• 3-4 years of experience in a similar role.
• Matric (high school diploma).

Skills and Personal Attributes
• Attention to detail.
• Strong communication skills.
• Accuracy and speed.

Skills Required