Pod Clerk

3 weeks ago

Cape Town, South Africa Clicks Group Limited Full time

Advert reference: click_013605
Advert status: Online
- **Position Summary**:
**Industry**:FMCG & Supply Management

**Job category**:Other: FMCG, Retail, Wholesale and Supply Chain

**Location**:Cape Town

**Contract**:Permanent

**EE position**:Yes

**Brand**:Clicks Group

**Introduction**:
We are looking to recruit a permanent POD Clerk to work for United Pharmaceutical Distributors (UPD). The role will be based at the Cape Town branch and will report to the POD Supervisor.

**Job description**:
**Job Purpose**:

Responsible for ensuring that all documentation regarding P.O. D’s are captured and filed accurately, are readily retrievable and that queries are resolved timeously.

**Key Performance Areas**:

- Capturing of POD’s on the system and maintaining the flow of POD documentation
- Accurately filing all courier trip sheets, manual trip sheets, P.O.D’s and waybills on a daily basis;
- Ensuring that there’s no outstanding POD’s from Drivers
- Retrieving necessary documentation from filing system as and when required
- Ensure that POD’s are received timeously from courier companies
- Handling queries relating to P.O.D’s in respect of UPEX, and UPD
- Dealing with manual Trip sheets
- Stock returns
- Ensure high standards of housekeeping and cleanliness in your allocated area

**Duties**:Capturing of POD’s on the system and maintaining the flow of POD documentation
- Receiving of copy trip sheets from print room
- Check all POD documentation received from Driver and ensure customer signature, date and time reflected on POD, return POD documentation to driver if not completed in full
- Capture non delivery of POD documentation on the “POD outstanding list”
- Match original POD and trip sheet to the copy trip sheet received from print room and capture detail of the POD on the system

**Duties**:Accurately filing all courier trip sheets, manual trip sheets, P.O.D’s and waybills on a daily basis;
- Match and capture POD with trip sheet, write route on the outside of trip sheet, sort in date order for scanning
- UPEX PODS and trip sheet get filed separately and boxed
- Courier POD must be captured, boxed and manual trip sheets filed weekly under month and dates
- Maintain the current filing system.
- All documentation to be filed on a daily basis

**Duties**: Ensuring that there’s no outstanding POD’s from Drivers
- Ensure that the copy trip sheet match with original, there is a count of how many customer on each trip sheet
- POD receiving clerk need to count and check that each POD is signed, the date delivered and time delivered reflects on the POD document
- Capture non delivery of POD documentation on the “POD outstanding list”
- This must reflect the customer name, drivers name, route, amount and cut off and reasons
- Ensure a turn-around time of 48 hours on outstanding POD documentation
- Issue a monthly liability report to driver supervisor to recover damages from drivers

**Duties**: Retrieving necessary documentation from filing system as and when require
- Retrieving of documentation when required, for branches, finance, CSI etc
- Ensuring the filing is maintained once copies have been made
- Ensuring that all documentation is stored in an easy retrievable fashion
- Ensuring that all members of the POD team has knowledge of the filing system and can retrieve the documents with ease.
- Scanning of POD’s and filing in a box according to Batch numbers
- When retrieving PODs, do invoice tracking and check if POD is scanned and captured
- Each invoice must be stored under batch number.
- Retrieve according to invoice number waybill number from internet
- Ensure archiving done off site

**Duties**: Ensure that POD’s are received timeously from courier companies
- Forward couriers the outstanding list weekly and request outstanding POD’s
- Skynet, meet with Distribution manager to report on short POD’s for distribution

**Duties**:Handling queries relating to P.O.D’s in respect of UPEX and UPD
- Locate invoice on the system
- Locate scan date and log onto the internet to retrieve documentation
- Locate POD according to waybill no
- **Duties**: Manual trip sheets
- Receiving of manual trip sheet from the relevant department
- Separate filing of POD document

**Duties**: Stock returns
- Communicate with Debtors department to confirm stock returned from customer
- Cancel POD
- Capture POD in the credit returns book, indicating customer name, date, invoice or delivery no, and reasons for return
- Forward credit returns book and stock to credit returns department, they sign for receipt of stock

**Duties**: Ensure high standards of housekeeping and cleanliness in your allocated area
- Clean and tidy the work area during and at the end of each shift.
- Ensure that the POD area is equipped with the necessary materials, stationery, stamps, labels and lever arch files prior to the start of the shift.
- Ensure that the stationary is kept in an orderly fashion, is maintained wh

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