GESTIONNAIRE ADMINISTRATIF(VE) SERVICE

JOB PURPOSE

On the basis of activities assigned by his/her hierarchy, the administrative manager is responsible for administrative processing from the start of work to the close of the file, in compliance with procedures and deadlines.
He/she carries out administrative tasks related to workshop activities, in support of his/herhierarchy.

Job Description

SIGNIFICANT ACTIVITIES Work - Ensure acceptance of quotation or work order - Open repair orders and service appointments in the business tool (CRM) according to instructions given - Place orders with suppliers and service providers (parts, services, etc.) and record them in the purchasing tool - Enter projected order costs on the repair order Billing - Receive and check repair order files (repair intervention times, parts returns, external services, etc.) - Check and format proformas, credit notes and/or invoices from external and internal customers (warranty, contract, etc.) - Apply the commercial conditions agreed with the customer (labor rates, travel, etc.) - Check and allocate invoices from suppliers, service providers and internal transfer costs (contract, warranty, etc.) - Invoice repair orders in the business tool - Process repair reports and validate consistency - If necessary, intervene in the invoicing of interventions Administrative management - Welcome customers and service providers on the premises - Manage and coordinate, if necessary, the return of parts, transport of machines and equipment, in collaboration with the logistics teams - Handle supplier reminders - Contribute to debt collection in collaboration with internal and external stakeholders (billing vouchers, etc.) - Carry out administrative tasks within the scope of their responsibility, as requested by their superiors - Centralize warranty documentation for warranty repairs, in collaboration with internal stakeholders (technical teams, warranty, etc.) - Ensure administrative processing and follow-up of installations and equipment on the premises (safety standards, supplies, etc.) - Ensuring and managing waste collection - Contribute to the success of internal and external audits (preparation of administrative documents, compliance with standards, etc.) in collaboration with line management RESPONSIBILITIES AND SCOPE FOR ACTION - Guarantee quality and billing deadlines - Ensure administrative follow-up of repair orders - Know and apply internal and external compliance procedures and rules PROFESSIONAL KNOWLEDGE Diploma(s) and/or experience(s) Bac to Bac +2 level in an administrative, logistics or technical field and/or significant experience preferred Specific knowledge(s) Technical skill(s) - Professional administrative knowledge (planning, order management, etc.) - General knowledge of IT tools and information systems - Elementary level in English (A2) Behavioral skill(s) - Good interpersonal skills - Thoroughness - Organizational skills - Responsiveness - Active listening - Adaptability