Caryn Michaela Malgas

zProcessing sales orders received via fax, mail or telephonic

• Fax order confirmation
• Confirm logistics with transporter
• Booking trucks
• Checking stock availability
• Checking pricing
• Confirming when production will take placed for items that are out of stock in order to provide customer feedback
• Liaise with production / planners for stock production and due dates
• Follow up on mould / reels repairs
• Follow up with customers on backorders
• Getting forecasts for peak seasons & for promotions
• Arranging samples via courier or truck to customers
• Phone all customers fortnightly
• Customer Service
• Consignment Warehouses: Running re-order reports, Loading transfer orders, Booking trucks, Checking stock & notifying of out of stock & when production will take place, Monthly stock levels to be updated, Processing credit notes, Raising and follow up of Customer Complaints (CARS), Ensure that Credits are passed timeously to customers for damaged stock items, Processing of new deals in Navision system, Follow up on signatures for Free Stock Requisitions, Deals and credits from Sales Managers
• Agents: Receive orders via fax, mail and telephonic, Check that stock for Mpact customers is ordered, Process credits, Fax/e-mail order confirmation, Tracking trucks / following up on late deliveries etc., Dealing with any customer complaints, Raising customer complaints / CARS, Informing customer by backorder report what was not loaded, Processing free stock orders, Filing of orders to be kept for 3 months, Scanning of credit notes, deals, free stocks, Reports to National Sales Manager, Sales Manager, Client Service Manager, Running morning & afternoon management reports for various Managers, Processing monthly stock takes, Filing in proper paperwork for new debtors accounts, Update customer details on a regular basis, Investigate all queries and claims, Obtain relevant authorization for deals, free stock, value credits, Processing credit notes, Processing & arranging upliftments, Processing daily auto credits, Faxing agent’s auto credits on a daily or weekly basis, Processing and arranging upliftment, Follow up and processing of credits/invoices
• Logistics/ Production: Liaising with production to confirm production planning, Following up on production planning, Communicating with warehouse to check and confirm SOH, Ensuring that all local and line haul links are booked accordingly, Communicating with warehouse and transporters regarding link ETA’S

• Taking on customers
• Updating customers on repairs
• Phoning for authorization if and when needed
• Following the service core process
• Updating resolves
• Updating cash outstanding
• Taking payments
• Following up with workshop on repairs
• Ensuring that vehicles is repaired
• Working through work in progresses
• Handing vehicles over to customers
• Following up
• Closing off resolves
• Identifying the scope of work required and the time frame for it, and any additional work needed, taking into account the workshop capacity and availability of parts
• Validating the scope of work required and the service order to be created, based on thorough diagnosis (make use of every possibility such as dialogue around the vehicle, directly using the lifting platform, or where appropriate by going on a test drive with the customer
• Arranging with parts department to ensure the supply of the necessary parts will meet the appointment made
• Ensuring all information relevant to the repair being planned are included with the repair order, taking into account the latest technical information released from both the Workshop and Parts & Accessories perspectives
• Agreeing the necessary work with the responsible technicians in the workshop - ensuring that the required tools and equipment are available
• Ensuring that all work carried out in the Workshop or by the appointed supplier is of the required quality
• Minimizing cost of operations, including warranty and goodwill, actively advising the customer of any foreseeable future needs for servicing or repairs to their vehicle
• Handling complaints in a customer-friendly manner
• Ensuring priority treatment of the complaint with regard to scheduling/capacity planning and actively following up on completion of the work
• Creating repair orders ensuring that all discs are completed
• All notes, campaigns and updates are logged before going to the workshop
• Dealing with sub-contractors
• Customer and parts follow-up regarding progress of unit estimated completion time

• Taking on customers
• Updating customers on repairs
• Phoning for authorization if and when needed
• Following the service core process
• Updating resolves
• Updating cash outstanding
• Taking payments
• Following up with workshop on repairs
• Ensuring that vehicles is repaired
• Working through work in progresses
• Handing vehicles over to customers
• Following up
• Closing off resolves
• Identifying the scope of work required and the time frame for it, and any additional work needed, taking into account the workshop capacity and availability of parts
• Validating the scope of work required and the service order to be created, based on thorough diagnosis (make use of every possibility such as dialogue around the vehicle, directly using the lifting platform, or where appropriate by going on a test drive with the customer
• Arranging with parts department to ensure the supply of the necessary parts will meet the appointment made
• Ensuring all information relevant to the repair being planned are included with the repair order, taking into account the latest technical information released from both the Workshop and Parts & Accessories perspectives
• Agreeing the necessary work with the responsible technicians in the workshop - ensuring that the required tools and equipment are available
• Ensuring that all work carried out in the Workshop or by the appointed supplier is of the required quality
• Minimizing cost of operations, including warranty and goodwill, actively advising the customer of any foreseeable future needs for servicing or repairs to their vehicle
• Handling complaints in a customer-friendly manner
• Ensuring priority treatment of the complaint with regard to scheduling/capacity planning and actively following up on completion of the work
• Creating repair orders ensuring that all discs are completed
• All notes, campaigns and updates are logged before going to the workshop
• Dealing with sub-contractors
• Customer and parts follow-up regarding progress of unit estimated completion time

• Hostess
• Controlling workshop flow
• Booking vehicles according to workshop availability
• Basic costing
• Booking vehicles into workshop
• Liasing with customers
• Assisting service advisors with take on’s and hand over’s
• Shuttle co-ordination

• Creating/preparation of new vehicles on the Dealer Management System
• Shipment of new vehicles
• New and used vehicle administrator
• Preparing workshop Jobcards for technicians
• Loading workshop jobs for technicians
• Liasing with customers

• Day-to-day administration and paperwork
• Adhoc filing as required
• Reception duties
• Used vehicle administrator
• Lease vehicle bookings
• Service assistance
• Basic secretarial duties
• Liasing with customers
• Booking in vehicles
• Printing Job Cards on a daily basis