Purpose of the Job

This individual will be responsible for overseeing all aspects of tyre administration, including the accurate recording of tyre-related maintenance in the Embrace system. Daily duties will involve planning and executing tyre surveys to ensure that the rolling wheels of our Value fleet remain in excellent condition. This role also requires the unique branding of all tyres in the fleet, as well as recording and reporting any tyre-related breakdowns. Additionally, the candidate will manage staff productivity, control tyre stock levels, and conduct asset verifications and tool inspections to maintain high operational standards and efficiency.

Key Responsibilities 

Operational

• Ensure that tyre bay staff are productive during working hours
• Check attendance and complete the register daily
• Report absenteeism and late coming to the Tyre supervisor or Tyre Manager daily

Tyre administration

• Opening & closing of tyre job cards on Embrace for all tyre fitment, surveys, rotations, and breakdowns
• Ensure all tyre transactions are recorded on the Embrace job card
• Ensure that comments are captured in the comments field of the Embrace job card
• Capture tyre swaps, tyre rotations, tyre assembly, tyre disassembly, and branch transfers accurately on Embrace
• Accurate capturing of data on job cards in terms of correct km reading by checking the service history & job card start & job end dates, change slips, tyre size and brand numbers
• Check and report on the open job card daily
• Ensure completed job cards are scanned and attached to Embrace daily

Tyre surveys

• Plan tyre surveys with staff and third-party service providers
• Ensure all vehicles are surveyed monthly as per the SOP
• Capture manual surveys on Instasect

Purchase orders

• Create purchase orders for tyre stock, accessories, tools & consumables, and breakdowns
• Ensure the correct documents are attached to purchase order approvals
• Verify all supplier invoices vs physical tyre received for 100% correctness
• Ensure all invoices are submitted weekly to the creditors’ department
• Report on all open orders exceeding 3 days
• Follow up daily on outstanding invoices and ETD

Stock control 

• The Tyre store is to be always locked & secured
• Ensure model stock levels are maintained daily
• Ensure all stock is accounted for daily, including consumables
• Discrepancies to be reported & investigated
• Accurate counting of stock during cycle counts
• Ensure that the bin labels are displayed on the rack
• Ensure all tyres are labelled & binned correctly
• Ensure all transactions are up to date daily
• Ensure faulty tyres are returned to the faulty warehouse daily
• Ensure tyres are branded before packing into stock
• Manage all tyre stock and consumables, ensuring the correct stock is stored, picked, and released
• Ensure tyres are sent to the factory weekly for retreading
• Ensure scrap tyres are transferred to the faulty warehouse daily

Spare wheels

• Report missing spare wheels to BU manager
• Ensure all spare wheels are secured and sprayed red

Filing

• Ensure that tyre related documents are filled in sequence
• Ensure job cards are handed weekly to the Admin Department for scanning
• Ensure that new books for tyre surveys, change slips, and scrapping are controlled via a register
• Ensure old tyre survey books are handed back to the tyre manager for filling
• Ensure that old change slip books are handed over to the Tyre manager for filing
• Ensure that old tyre scrapping books are handed over to the National Tyre and Inventory manager for filing
• All documents are sequence controlled and filed

Tools

• Tool Check to be conducted weekly

Asset control

• Ensure that all tools are tagged and listed
• Do monthly asset verification for Tyrebay assets

Gate pass

• Ensure that the gate pass references the purchase order or stock transfer number
• Ensure two signatures are on the gate pass

General

• Assist with queries & follow-ups
• Obtain the brand number for the new tyre from the Admin Manager/National Tyre & Inventory Manager
• Notify BU of possible abuse and warranties
• Report smooth tyres to the BU Manager
• Ensure punctures are resolved timely

Housekeeping

• Ensure the work area and Tyre store are always neat and clean
• Do daily inspections on tyre support van and report defects to the tyre Manager

Health & safety

• Do daily inspections on electrical equipment
• Do daily inspections on the first aid box
• Do daily inspections on roller doors
• Do daily inspections on the DB box
• Conduct a weekly toolbox talk and send the register to SHEQ
• Ensure the notice board is up to date
• Maintain a clean desk policy as per the POPIA Act
• Ensure that all safety rules and regulations are conformed to
• Ensure that you adhere to all company procedures and policies in respect of SOP and training, HR policies, dress code, smoking, and attendance
• Work involves looking after you and your colleague’s health and safety

Minimum Requirements

• Grade 12 (Matric)
• 1-2 years’ of experience on tyres and service advisor roles

Skills Required

• Able to complete forms related to own working area
• Can complete administrative procedures with necessary directions and systems at disposal
• Able to apply basic Health and Safety procedures relevant to own work functions under direct supervision
• Excellent negotiation and interpersonal skills
• Be able to solve problems with minimum supervision
• Able to execute functions regarding stock management in own work area
• Able to utilise stock ordering system effectively
• Must have good mathematical/analytical skills