Merchandising Administrator

5 days ago

Midrand, South Africa Effective Sales and Merchandising Full time

Job Title: Merchandising Administrator

Department: Human Resources/ Payroll

Reports to: HR Manager

Created/ Updated on: 6 December 2021

Approved by: Franco Ghillino

Approved Date:
Description of job purpose:
Merchandising administrators will act as the first point of contact to merchandising employees and external

partners for all HR related queries. As a priority, merchandising administrators will handle the majority of

employee documentation, including contracts, recruitment paperwork and starter packs.

Merchandising administrators are also responsible for part of the payroll function and collects and reviews

timekeeping information, updates employee numbers, personal information, and hours on the payroll for all

merchandisers who are not on the app, uploading leave onto the leave planner and verifying if the leave is

valid. They are also responsible to report disciplinary issues, leave and/ or absenteeism to management

and calculates uniform and other deductions.

Furthermore, they will be responsible for all payroll Queries and salaries on hold, along with completing the

necessary processes that need to be followed.

The below list of duties is not exhaustive, and you may be required to fulfil other duties related to the job

as assigned to you from time to time.

Details of Functions:
ONBOARDING NEW STAFF

Follow the Merchandising Onboarding Process
- If a store has requested an additional employee, it needs to be approved by Senior Management

before onboarding the employee.
- Assist to onboard new merchandising staff:

- Gather and check contract and personal information paperwork received from the employee

and/or rep.
- Ensure that all information is correct before submitting for approval.
- Submit the paperwork to the HR manager for approval.
- If any merchandiser is replaced, confirmation of previous merchandiser employment must be finalized.
- For example, a resignation letter, or outcome of disciplinary hearing must be sent to and

communicated with management before the replacement can be approved.

to take place.
- Create a new employee folder on OneDrive and file the contract and supporting paperwork.
- Add the employee information to payroll.
- Ensure that the new employee is scheduled for training and file the training attendance register when

complete.
- Schedule the monthly performance reviews into the managers diary.
- Should the employee have completed all 3 monthly reviews with positive feedback may we offer

the employee with a permanent contract.
- This must be communicated to the HR manager at least 2 weeks before the contract expiry

date.

ADMIN AND MAINTENANCE
- Maintain documentation for HR requirements e.g., staff files, employment equity, leave forms, sick

notes, work schedules, etc.
- Regions responsible: (NW, EC, NP, MP, GP)
- Employee files should always be kept up to date and all new policies and/ or procedures should be

placed in the employee’s folder immediately upon receipt thereof.

Job Description and Specification - Annexure A
- Ensure accurate information is supplied to payroll to ensure merchandisers are loaded on the payroll

and removed from the payroll as required. (Goes hand in hand with payroll point 5, can do both task

simultaneously)
- Ensure that all personal information is updated regularly to sync with SARS and relevant Labour

Departments.
- Follow the One-Mail-Trail process with all relevant information pertaining to each merchandiser.
- Follow correct disciplinary procedures and action when needed by sending a request to the HR

Manager with the following information:

- Region
- Employee code and full names and surname
- Name of the store
- Manager or rep name
- Reason for disciplinary action
- Assisting in the request for payslips by sending the following information to the payroll department:

- Region
- Employee code and full names and surname
- Name of the store
- Assisting in the request for UI19 forms by sending the following information to the HR manager:
UI19 for Maternity Leave:

- Merchandisers Name and Surname
- Employee code
- Region
- Start date & Date Returning

UI19 for Terminations/ Resignations:

- Merchandiser name and surname
- Employee code
- Region
- Last working day
- It is your responsibility as merchandising admin to ensure that the relevant procedures are followed by

reps and managers.
- In the event that it is not being followed, escalate the matter to the national manager and

the reporting manager of the Sales rep or merchandising manager.
- All communication that ia received on the dedicated number is also to be sent to the rep

the moment you receive the communication.

PAYROLL ADMINISTRATION
- Resolve any payroll related queries or escalate to the HR manager or Sales Rep when unsure. For

the relative regions assigned (Time differs from queries) should only take 2 hour
- Gather all manual timesheets for merchandise not on the app for the current month and accurately

calculate the employee’s hours

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