Data Capturing Administrator - HQ Centurion

SUMMARY:
A vacancy exists for a Data Capturing Administrator in the Technical NOC Division based in
Centurion – Head Office.

POSITION INFO:
The suitable candidate's main responsibilities and duties include, but are not limited to, the following: Database Administration and Listener Monitoring Platform Maintain and administer client databases, ensuring that all information is accurate, complete, and up to date. Capture and update client details, contact information, site information, and other relevant records on the listener monitoring platform. Ensure that all client amendments, instructions, and system updates are processed accurately and timeously. Verify client information and identify discrepancies or incomplete records for correction. Maintain accurate electronic records and ensure that client information is handled confidentially. Report system-related issues, data discrepancies, and other administrative concerns to the relevant personnel. Ensure that all client information is managed in accordance with company policies and established procedures. Daily and Weekly Reporting Compile, verify, and distribute daily and weekly administrative and operational reports. Ensure that reports are accurate, complete, and submitted within the prescribed deadlines. Gather and consolidate information from relevant systems and departments for reporting purposes. Monitor outstanding administrative matters, client queries, and service requests. Maintain proper records of reports and supporting documentation. Assist management with additional reports and administrative information as required. Client Relationship Management Build and maintain professional working relationships with clients. Respond to client queries, requests, and administrative requirements promptly and professionally. Ensure that client instructions, amendments, and service requests are communicated accurately to the relevant departments. Follow up on outstanding client matters and ensure that appropriate feedback is provided. Receive, record, investigate, and coordinate the resolution of client complaints. Escalate unresolved or serious complaints to the relevant management personnel. Maintain a high standard of customer service and contribute to client satisfaction and retention. Handle sensitive client matters with professionalism, discretion, and confidentiality. Liaison and Operational Coordination Liaise with technicians, clients, control room operations personnel, and subcontractors to ensure effective communication and coordination. Communicate client updates, service requirements, and operational instructions to the relevant stakeholders. Follow up with technicians and subcontractors regarding outstanding jobs, maintenance requests, and service-related matters. Coordinate the exchange of information between the control room and relevant internal and external stakeholders. Ensure that all relevant parties receive accurate and timely information. Maintain records of communications, service requests, and follow-up actions. Identify and escalate operational delays, communication gaps, and unresolved matters to the appropriate personnel. Armed Response Services Coordination Arrange and coordinate armed response services in accordance with client requirements and established company procedures. Liaise with control room operations, clients, and approved armed response service providers to facilitate the required arrangements. Ensure that relevant client details, site information, and instructions are communicated accurately to the appropriate service providers. Confirm arrangements where required and follow up on outstanding requests. Maintain accurate records of armed response arrangements, instructions, and related communications. Escalate urgent service requests, delays, and operational concerns to the relevant personnel. Ensure that all arrangements are coordinated in accordance with applicable security protocols and company procedures. General Administration Provide day-to-day administrative support to the control room and management. Maintain organised electronic and physical filing systems. Prepare and manage correspondence, documentation, and administrative records. Capture, update, and retrieve information accurately when required. Assist with the coordination of meetings, service requests, and other administrative activities where necessary. Ensure that administrative tasks are completed within agreed deadlines. Adhere to company policies, procedures, confidentiality requirements, and administrative standards. Perform other reasonable duties related to the position as assigned by management. Preferred qualifications/attributes/skills: Matric / Grade 12 certificate. A minimum of two (2) years' experience in control room operations and administration. Practical experience working on a listener monitoring platform. Previous experience in client relationship management and customer service. Experience in database administration, data capturing, and report preparation. Proficiency in Microsoft Office applications, particularly Microsoft Excel, Word, and Outlook. Experience liaising with clients, technicians, operational personnel, and subcontractors. Good written and verbal communication skills, with the ability to communicate professionally at all levels.