Stores & Front-desk Coordinator

**SUMMARY OF POSITION**

The Stores and Front-Desk Coordinator will be responsible for providing general office support with a variety of secretarial activities and related tasks. He/she will be accountable for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional office duties. The Stores and Front-Desk Coordinator is also responsible for the management, purchasing, and replenishment of goods to ensure the relevant stock levels are maintained. He/she is also responsible for establishing and maintaining a good working relationship with Clients and Suppliers, as well as reporting to, and any ad hoc duties requested by Management.

**ROLES AND RESPONSIBILITIES**

**Switchboard Operator and Client Relations**
- Screens and Routes all calls to the relevant person.
- Courteously deals with Customer queries, both telephonically and in-person.
- Politely greets and welcomes visitors in a professional manner. Informs the relevant employee when they have a visitor.
- Organises refreshments for meetings.
- Courteously provides tea, coffee and/or other beverages to all Managers and visitors when required.
- Help set up for Functions when required.

**General Administrative and Office Support**
- Maintains an effective filing system.
- Prepares letters, documents and schedules appointments.
- Provides and orders stationery.
- Updates and maintains the stationery inventory.
- Keeps Reception Area and General Office Area clean and tidy at all times.
- Actively keeps track of the movement of staff in and out of the Branch.
- Receives incoming courier packages and mail and distributes to the relevant employees.

**Stock Control and Administration**
- Implements, controls, and improves the Storage Process.
- Accurately checks and counts all incoming stock and ensure the delivery note balances to the original PO issued
- Correctly completes Requests to Order Forms for material for jobs,
- Maintaining minimum and maximum stock levels required on pre-approval of the Branch Manager or Procurement Manager
- Timeously captures all stock received.
- Actively monitors all out-going stock using the correct administrative processes
- Correctly issues materials from Picking Slips to the System
- Sets up and maintains a temporary holding area for returns
- Seeks refunds from suppliers for faulty goods.
- Manage the returns process for over-ordered stock.
- Re-entering items into stock within 1 day of stock return (recording the return of materials to the relevant job)
- Suggesting alternative stock (based on stock in stores), before ordering new stock for jobs.
- Confirm volumes to be procured with the sales person during quoting process - using stock that is already available in the storeroom where possible. Also ensure that if there is a minimum amount of a material that needs to be ordered, it is quoted accordingly to the client.
- Maintains the Stock Checking Programme to ensure that the inventory balances with the Supply System records with regards to consignment stock
- Accurately conducts monthly Stock Takes to ensure that stock is effectively controlled and discrepancies are minimised. Report any deviations and/or queries to the Admin Manager / Branch Manager for sign off.
- Conducts regular spot checks and audits.
- Sends GRN's and invoicing to Head Office for capturing within 1 day of receiving stock.

**Health, Safety, Quality and Environmental Responsibilities**
- Report any deviations that could lead to an accident
- Participate in Safety Training to improve safety standards
- Report incidents and accidents before the end of a shift
- Adhere to the Company's Health and Safety policy and procedure
- Look after your own safety and that of other employees
- Ensure that the SHEQ Management System requirements are met towards customer, internal, ISO, regulatory / legal requirements.
- Manage and perform all internal processes, especially those that affect the quality of the Organization's products.
- Work with Customers, Colleagues and Contractors towards continual improvement of the Management system and report the need for improvement to Management.
- Keep up standards and regulations with respect to Products and Services

**Any other reasonable duties and responsibilities in line with your capabilities and at the request of your Superior**

**JOB REQUIREMENTS**
- Minimum of Grade 12 or equivalent
- Minimum of 2 years’ experience as a Stores Controller and receptionist
- Extensive knowledge of Syspro and MS Office
- Must have Industry and product knowledge
- Must have excellent verbal and written communication skills
- Must have general office administration skills
- Must have a valid driver’s licence and own vehicle

**BEHAVIOURAL REQUIREMENTS**
- Must be able to motivate and bring out the best in the employees
- Must be unbiased and objective in the management and advancement of staff
- Must be able to work independen