The Triton Express invites suitably qualified candidates to apply for the position of Receptionist/Clerk to be based in Cape Town.
Position: Receptionist/Clerk
Location: Cape Town, Western Cape
Reporting to the Branch Manager
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 …
•Monitoring / reporting on the cleaning and presentation of the reception area
•Greeting customers, receiving parcels, etc and distributing
•Supervising correspondence collections by clients
•Providing information, directing clients, and responding to queries
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 POD’s by printing outstanding POD report (by days) and verifying status; marking-off on dispatch trip sheets; resolving queries and faxing waybills
•Preparing waybills awaiting POD’s / 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 POD’s in Freightware system, noting discrepancies to Branch Sales Manager
•Submitting endorsed POD’s to Branch Sales Manager
•Remitting POD’s to Durban office daily / monthly
Processing “cash on delivery” banking by…
•Receiving COD cash and preparing bank deposit documentation
•Receiving COD cheques and preparing bank deposit documentation
•Reporting bank deposits daily to Head Office
•Reporting daily current and dated outstanding COD’s to Durban Office
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 km’s for McCarthy diesel’s fleet
•Undertaking all general filing and assisting with the copying of creditors’ invoices and orders
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 needs
Closing date: 05 April 2024 by 12:00pm
Should you be interested in the above please submit your applications to Portia Rasimphi via email at [email protected]
All applications must be accompanied by a full CV of experience and a motivation letter.