Annalize Swanepoel

Administrator

· Mobilis Auto | Jetour / JAC / Baic Kempton | Nov 2024 - Current

· Bank capturing and Allocation.

· Bringing new vehicles into stock

· Admin Orders (Internal and External Suppliers)

· Invoicing of New and Used vehicles

· Loading of payments on Bank

· Reconciling payments and preparation of payments

· Clearing of account AR and AP

· Debtors and Creditors

· Filing

· EFT’s

· Account allocations

• Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.

· Bank capturing and Allocation.

• Maintained accurate documentation of company policies and procedures for easy reference by all employees.
• Provided exceptional customer service to both internal and external stakeholders through prompt response times and thorough issue resolution efforts.
• Led transition to paperless office, reducing operational costs and environmental impact.

· Bringing new vehicles into stock

· Admin Orders (Internal and External Suppliers)

· Invoicing of New and Used vehicles

· Loading of payments on Bank

· Reconciling payments and preparation of payments

· Clearing of account AR and AP

· Debtors and Creditors

· Filing

· EFT’s

• Ensured high-quality service delivery by closely monitoring work progress and promptly addressing any issues or concerns.
• Educated customers on proper vehicle maintenance, fostering long-term relationships built on trust and loyalty.
• Maintained high customer satisfaction standards to meet or exceed targets.
• Provided exceptional customer service, resolving complaints diplomatically and efficiently.
• Participated in continuous professional development activities to stay current with industry trends and enhance expertise.
• Conducted thorough vehicle inspections to identify needed maintenance or repairs, recommending appropriate services to customers.
• Promoted additional services based on individual customer needs, increasing overall revenue without compromising integrity or trustworthiness.
• Reduced wait times with efficient coordination of service tasks among technicians.
• Supported overall team success by assisting coworkers with complex customer inquiries and providing backup during peak periods.
• Streamlined appointment scheduling for improved efficiency and increased daily appointments.
• Managed multiple priorities simultaneously while maintaining strong attention to detail in a fast-paced environment.
• Assisted in training new Service Advisors, sharing best practices for effective communication and problem-solving skills.
• Consistently met or exceeded monthly sales targets by upselling relevant products/services when appropriate.
• Delivered prompt service to prioritize customer needs.
• Delivered exceptional customer service to every customer by leveraging extensive knowledge of products and services and creating welcoming, positive experiences.
• Maintained up-to-date knowledge of product and service changes.
• Met customer call guidelines for service levels, handle time and productivity.
• Investigated and resolved customer inquiries and complaints quickly.
• Identified and resolved discrepancies and errors in customer accounts.
• Achieved high customer ratings by consistently exceeding expectations in all aspects of service advising.

• Managed client communications by answering phones and corresponding through email
• Answered telephone calls to offer information, direct callers and take messages
• Supported office operations by taking on ad-hoc clerical duties
• Responded to incoming requests for information or forwarded to appropriate individual
• Supervised preventive maintenance schedules, inspections, and repairs to minimize downtime
• Developed supplier relationships to manage fleet procurement, servicing, and maintenance
• Sourced and procured cost-effective subcontract fleet resources to meet job-specific contract requirements

• Working hand in hand with the National Fleet Coordinator to make sure all services are up to date
• Capturing all quotes, invoices from suppliers
• E-mail order numbers for branches and suppliers to go ahead with repair or service on vehicles
• Dealing with Branches and Suppliers daily
• Prepare Vehicle Off Road Report for Directors daily
• Arrange & Source parts for branches when needed
• General Office Admin
• Building up a solid Working Relationship with Suppliers

• Working hand in hand with the National Fleet Coordinator
• Capturing all quotes, invoices from suppliers (Nationally)
• Checking all pricing are in line with prices Negotiated
• Negotiate Pricing
• Load all Capex orders
• E-mail order numbers for branches and suppliers to go ahead with repair or service on Bikes
• Checking all documents like the Purchase orders against invoices
• Receiving the Invoice on system for payment
• Requesting all invoices and statements
• Matching invoices on statement
• Sorting out all queries
• Make sure all AOD's are captured on system
• Managing Driver threshold
• Collecting AOD's Nationally
• Maintained impeccable office organization to support efficiency, professionalism, and performance objectives
• Liaised directly with customers to meet needs and maintain satisfaction
• Served as main point of contact for outside vendors, connecting with relevant personnel or department
• Liaised with customers, addressed enquiries, handled meeting requests, and answered billing questions to provide outstanding customer care
• Collaborated closely with other managers to smooth and improve office operations

• Ensured high-quality service delivery by closely monitoring work progress and promptly addressing any issues or concerns.
• Educated customers on proper vehicle maintenance, fostering long-term relationships built on trust and loyalty.
• Achieved high customer ratings by consistently exceeding expectations in all aspects of service advising.
• Provided exceptional customer service, resolving complaints diplomatically and efficiently.
• Maintained high customer satisfaction standards to meet or exceed targets.
• Conducted thorough vehicle inspections to identify needed maintenance or repairs, recommending appropriate services to customers.
• Maintained detailed records of services performed, ensuring accuracy in billing and warranty claims processing.
• Reduced wait times with efficient coordination of service tasks among technicians.

• Placing of Adverts, Organizing Radio Interviews and TV Inserts, Signature and Advertisements Boards, Switchboard, Typing, Filing, Banking, Deliveries, Networking Functions, Customer Liaising, Certificates, Scheduling Interviews of new staff, Booking off Appointments
• Ensuring data base and email addresses is up to date, Contacting and searching for suppliers and better prices, All Admin duties, Assisting Visitors and staff Members, Booking Lunches for trainees

• All administrative Duties

• Operating the switchboard 12 incoming lines and 34 extensions
• Typing quotations
• Sorting of the post
• Filling tenders in and deliver
• Managing Director's diary for appointments
• Helping in Creditors & Debtors department
• Controlled Stationary for companies and costing for each company
• Controlling off the buying and services on office equipment
• Controlled Cell phone accounts of the employees and directors
• Controlled Petrol accounts
• Controlled vehicle licenses, traffic fines, services, and insurances
• Controlled fire-extinguishers
• Controlled personal files of the employees
• Filling
• Banking
• Make travel arrangements
• Taking notes at disciplinary hearings or meetings
• Working on Pastel Evolution system
• General office work
• Client liaison

• General Admin Duties, Switchboard, Selling of Steel, Wages, Receiving of Clients, Placing of Orders, Capture incoming stock on QuickBooks

• Reception, Receiving of Documents, filing of documents, Trip sheet, Proof of Deliveries, Pallet Controlling, Clock Cards, Petty Cash, Receiving of Diesel, Drivers Queries, Visiting Customers

• Switchboard, Filing, Invoicing, and General Office Duties