Triton: Receptionist/Clerk

Introduction: THE ABOVE POSITION HAS BECOME AVAILABLE AT TRITON EXPRESS CAPE TOWN, REPORTING TO THE BRANCH MANAGER 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 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 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 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 CODs 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 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