Triton: Receptionist/Clerk

Description

RESPONSIBILITIES:

Providing a telephone service to clients and staff by

Answering in-coming telephone calls, responding, and redirecting as required
Taking / delivering telephone messages timeously
Greeting clients, handling queries, providing information, and resolving issues, as is appropriate
Liaising with Telkom / Alcatel regarding specific requirements and maintenance needs
Sourcing telephone numbers and making outgoing calls as requested

Maintaining the reception area and receiving visitors by

Delivering client support services by

Conducting customer services level survey by making telephonic contact, questioning, and recording responses
Preparing freight quotations by requesting and processing freightware data (A/c no., area (senders & receivers), service levels, quotations, dimensions, weights, and insurance requirement) and faxing printed quotation(s) to clients
Investigating / resolving freight queries / problems through waybill and discrepancy report reviewing, verification, determining status and communication with clients
Reconciling customer statements against master lists and processing distribution thereof
Liaising with clients as and when required

Administering operational procedures by

Maintaining / supplying driver stationery
Administering discrepancy manifest in terms of collating all discrepancy reports to master records (excel); contacting and advising clients; communicating with branches viz misrouting; checking scanning details; updating master record information; recording bay schedules in master report; reviewing endorsed waybills viz claims and administering claims procedure
Monitoring third party agent PODs by printing outstanding POD report (by days) and verifying status; marking-off on dispatch trip sheets; resolving queries and faxing waybills
Preparing waybills awaiting PODs / waybills awaiting delivery reports, investigating / reporting on problem

Assisting with and monitoring delivery and collection procedures by

Responding to delivery / collection clears and resolving queries / problems as indicated
Liaising with clients regarding delivery and collection information / data and instructions
Establishing / verifying client and collection data
Processing collection orders and generate collection registers
Generating collection quotes and faxes to clients on request
Confirming collections placed from other branches

Providing adhoc administrative assistance by

Recording / generating collection quotes, registers, and fax to clients on request
Confirming collections placed from other branches
Assisting with cheque collections through telephonic client enquiries

Processing freightware systems data (modified waybills) by

Capturing waybill details (account number(s), service levels, dimensions, and weights, etc.) and allocating waybill depot destination
Verifying entered data and recording line-haul manifest
Correcting scan manifesting (if necessary) by cross-checking retained manifest to waybills awaiting reports

Processing proof of delivery documentation

Capturing PODs in Freight ware system, noting discrepancies to Branch Sales Manager
Submitting endorsed PODs to Branch Sales Manager
Remitting PODs to Durban office daily / monthly

Processing cash on delivery banking by

Providing administrative assistance by

Monitoring stationery stock (weekly) advising admin
Supervisor each Friday of replenishment requirements and placing orders with Head Office
Compiling monthly stationery reconciliation and submitting to Head Office
Controlling received Nedfleet petrol card slips (daily update), preparing monthly reconciliation of petrol slips, and submitting to Head Office.
Updating diesel sheets on a daily basis and submitting monthly to admin Supervisor, further advice weekly kms for McCarthy diesels fleet.
Undertaking all general filing and assisting with the copying of creditors invoices and orders

Requirements

REQUIREMENTS:

Grade 12 minimum ( Matric )
1-2 years reception / general clerical experience
Computer literate - MS Word, Excel, Outlook or similar e-mail system
A good understanding of the Freightware management system or similar
A basic understanding of warehousing / store procedures
Ability to work under pressure & work unsupervised the majority of the time
Ability to communicate both verbally and written on all levels both internally and externally
Ability to work as a team player
Ability to communicate fluently in both English and Afrikaans
Good time management meeting specific deadlines
Prepared to work outside normal working hours as and when required
Attention to detail at all times accuracy
Excellent listening skills
Self-motivated & reliable
Presentable and of a professional manner at all times
Own reliable transport to and from work
Work hours 7h00 17h00
Willing to work overtime according to client and company need