Summary
Overview
Work History
Education
Skills
References
Timeline
Generic
Ilse de Bruyn

Ilse de Bruyn

Service Administrator/Coordinator/Buyer
Thornton

Summary

Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.

Overview

17
17
years of professional experience

Work History

Field Service Admin Coordinator

Wartsila - Marine & Energy
6 2024 - Current
  • Act as the point of contact between Field Service Engineers & customers
  • Responsible for all service work billing/invoicing
  • Capturing of all working hours for all field service staff in the West, East & Southern Africa Region
  • Process all purchase requisitions and purchase orders on SAP & submit to Management for approval
  • Extract timesheet reports from SAP and audit
  • Submit to HR for month-end payroll
  • Responsible for all service team travel arrangements & Visa applications (via agency)
  • Ad hoc admin duties
  • Monitor job/project budgets closely and inform Management of any deviations
  • Arrange access permits at various ports worldwide for all field service engineers
  • Processing of all expense claims for field service resources on the company HR portal
  • Supplier & Travel agent invoice reconciliation
  • Submit all invoices for payment
  • Handle all laptop & cellphone upgrade enquiries for field service staff
  • Updating & maintaining all information pertaining to customer master data and project data on CRM (SAP & Salesforce)
  • Monitor all pending projects & actively manage closure with key role-players.

Service Administrator (Contractor)

SMA Solar Technologies SA Pty Ltd.
11.2020 - 05.2024
  • Issue Service, Utility & Spare Part quotations to various Customers within the MEA Region
  • Invoices: Proforma Invoices & Tax Invoices for various sales orders
  • Obtain transport quotes from couriers & manifest all confirmed orders
  • Coordinate travel & accommodation bookings for all field service staff
  • Perform Travel Risk Assessments in collaboration with HEALIX Travel Risk Assessment company via internal process & get all parties to authorise confirmed travel to high-risk destinations within the African Region
  • Draw up Visa Motivational Letters & liaise with the various consulates regarding permits etc
  • Track job costs to ensure positive profit margins
  • Other ad hoc admin duties
  • Process PO's & manage follow-ups
  • Assign resources to jobs on SAP/Salesforce & dispatch to their workflow
  • Debtors' assistance: issue dunning letters/payment reminders to customers
  • Create job tickets on Salesforce & action system items once completed
  • Track & audit faulty devices that are meant to be returned to Headquarters (Germany)
  • Database admin: Update customer data on CRM
  • Travel/Supplier Invoice Reconciliations before submitting for payment
  • Process Inverter Warranty Extensions: Explaining & understanding T&C's.

Senior Service Co-ordinator/Buyer

Marine & Refrigeration Engineering
08.2015 - 05.2020
  • Create & process all spare part & service quotations on SAP
  • Follow up on all open orders daily
  • Process all invoicing for CPT & PE
  • Upload job cards to the system for all field service-related work
  • Capture hours/KM's on SAP to effectively manage costs on various projects
  • Job cost management: Closely monitor profit margins of all projects, including CAPEX/large scale projects
  • Inventory Management: Auditing the movement of stock on the system and generating reports where need be (SAP)
  • Ensuring that the monthly inventory is procured in accordance with Business requirements
  • Supplier Invoice Recons
  • Matching the PO
  • To the supplier invoices & submitting for payment
  • Purchase all parts while making use of material datasheets to source new suppliers & parts
  • Negotiate payment & delivery terms with potentially new suppliers
  • Generating monthly invoice reports for Management & collaborating on ways forward
  • Extract financial reports on all WIP projects and purchases linked to each respective project
  • Order tracking & co-ordinating with company driver to ensure all orders are delivered on time to Key Customers
  • Database Administration: Manage all customer master data on SAP & update accordingly
  • Issuing of Commercial Invoices for orders crossing the South African border.

Helpdesk Administrator

SFI Pty Ltd
09.2013 - 07.2015
  • Answer calls/emails from tenants at various buildings managed by property groups
  • Logging calls on received from nationwide clients to rectify facilities related issues
  • Create job numbers and assign to service staff based on site
  • Issue customers with ticket no's and email updates on all tickets (work in progress)
  • Liaise with third party service providers regarding services that need to be provided on site
  • Manage all Growthpoint and Broll Properties
  • Capture hours and mileage once job cards are handed in
  • Ensure timeous invoicing of all jobs/projects
  • Create PO's & Quotations & forward to relevant parties
  • Maintain & build healthy relationships with suppliers and clients
  • Provide financial reports to Management regarding all work in progress jobs, as required, by use of Crystal Reports.

Support Consultant

Vodacom - Customer Care
08.2007 - 08.2013
  • Assist customers on the customer service line (082-111), email, Social Media & Chat Service
  • Updating of customer information telephonically & via chat/email channels
  • Sending of invoices & statements to contract customers
  • Social Media engagement with subscribers via the Hootsuite SM system
  • Process of debit order switches received from the relevant banking institutions via e-mail
  • Network troubleshooting & data technical assistance
  • Process sim swops telephonically
  • Manage value added and subscription services on customer accounts.

Education

Certificate of Completion - SAP - Supply Chain & Logistics in R3/S4 Hana

Udemy
Online
04.2001 -

Diploma in Music - Arts

Campus of Performing Arts
Cape Town
04.2001 -

High School Diploma -

The Settlers High School
Cape Town
04.2001 -

Skills

Project Management; Customer Service; Project Coordination; Work Planning & Prioritization; Schedule Management; Business Administration; Database Management; Document Control; Resource Allocation; Schedule Coordination; Budget Planning; CRM Software; Accounts reconciliation; Problem-Solving; Excellent Communication; Microsoft Office; Administration & Operations; Staff Training; Written; Communication; Administrative Management

References

  • Darryll Manual, Senior Training Manager, Vodacom, 082 994 3452
  • Natheer Adams, Team Lead, Vodacom, 082 994 3460, Natheer.Adams@Vodacom.co.za
  • Tanya Brand, Team Leader, SFI Group Pty Ltd, 079 933 4751
  • Sharon Adams, National Admin Manager, Marine & Refrigeration Engineering, 074 372 4576
  • Manfred Cieslik, Service Director, SMA Solar Technology, 021 826-0600, Manfred.Cieslik@sma-solar.com

Timeline

Service Administrator (Contractor)

SMA Solar Technologies SA Pty Ltd.
11.2020 - 05.2024

Senior Service Co-ordinator/Buyer

Marine & Refrigeration Engineering
08.2015 - 05.2020

Helpdesk Administrator

SFI Pty Ltd
09.2013 - 07.2015

Support Consultant

Vodacom - Customer Care
08.2007 - 08.2013

Certificate of Completion - SAP - Supply Chain & Logistics in R3/S4 Hana

Udemy
04.2001 -

Diploma in Music - Arts

Campus of Performing Arts
04.2001 -

High School Diploma -

The Settlers High School
04.2001 -

Field Service Admin Coordinator

Wartsila - Marine & Energy
6 2024 - Current

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Ilse de BruynService Administrator/Coordinator/Buyer