LPG Services Clerk

The LPG Services Clerk is responsible for the development, maintenance, and updating of records for customers as it relates to LPG Services.

q  Daily updating of job tracker and new leads, prepare manual job cards for all new leads.

q  Prepares quotations based on information provided by job cards from Site visits, HSE Audits and Conversions, obtain approval then update job tracker.

q  Email approved quotation to customers, follow-up to ensure quotations are received by customers then update job tracker.

q  Follow up on quotations within seven days of submitting to customer then update job tracker.

q  When confirmation of 100% payment is received pass job cards to Technical Services Coordinator (TSC) for scheduling (update job tracker).

q  Once quotations are accepted request loan and/or supply contracts for either bulk or metered systems from the Sales Department and ensure contracts are signed before delivery.

q  Prepares “day off” Roster for the LPG Services team in collaboration with the Team Leader and submit to the Technical Services Coordinator for approval.

q  Preparation of Letters to Ministry of Energy and Energy Industries (MEEI) and Trinidad and Tobago Fire Services (TTFS) for customer site visits for approval. Copying and filing of relevant documentation submitted to the authorities.

q  Follow up with MEEI and TTFS for approval letters, liaise with customers on outstanding documents required, maintain spreadsheet of all MEEI application for first time and renewals, continuously update files and spreadsheet until approval is received, provide weekly updates to the TSC and Operations Manager.

q  Maintaining and updating Customers who require MEEI approval for LPG storage Spreadsheet and actively work with Sales Department, HSE Department, Technical Services Coordinator and LPG Services Team Leader to have conformity.

q  Maintaining and updating Forklift / BBQ Pressure Testing Spreadsheet for Head Office and North Location.

q  Processing of invoices and Pressure Testing certificates for the Forklift/ BBQ Cylinders.

q  Advise customers of repairs required for Forklift/BBQ Cylinders to obtain approval.

q  Provides assistance and support to the LPG Services Department, as directed by the Technical Services Coordinator, Team Leader, Production and Operations Manager.

q  Work with other employees to ensures that designated work areas are kept clean at all times so as to reduce the incidence of near miss/ incidents/ accidents.

q  Daily deposits of cash collected from invoices.

q  Final costing – after jobs are completed use the final materials sheet, requisition and materials return sheet to prepare a final costing of materials and labour used per job.

q  Advising Customers of Site Visits as and when required.

q  Prepare monthly Installation Sales Report including final costing of all completed jobs. Assist in preparing documents to be used for KPI’s and incentive to the LPG Services Team once per month.

q  Prepare Pro-forma Invoices for forklift customers upon request.

q  When customers request invoices to process payment, send request to accounts and give job card to the accounts clerk so they are able to prepare invoices within 24 hours.

q  Receive information and/or emergency calls from customers and transfer the information to the Operations Manager, Production Manager, Technical Services Coordinator and Team Leader- LPG Services.

q  Performs stock count of materials as and when required.

q  Upon receipt of signed HSE Audit reports from the Operations Manager, copy and dispatch to Sales Department along with copy of approved quotations

q  File all job cards by customer and location weekly, ensure there is no backlog. Ensure files are maintained to provide easy access of information.