Office Supervisor

7 months ago

Nelspruit, South Africa H Systems (Pty) Ltd. Full time

**JOB PROFILE**

**JOB PURPOSE**
The core purpose of the role is to generate sales and visit key clients, and direct the activities of the office, whilst ensuring sufficient stock availability at the branch.

**KEY PERFORMANCE AREAS**
- Administration and Reporting
- Sales
- Customer Service
- Purchasing
- SHEQ Integrated Management System control

**MAIN RESPONSIBILITIES**
- **ADMINISTRATION AND REPORTING**
- Post Receiving of stock items (GRV) on SAGE.
- Administer Branch Inter Branch Transfers.
? Post and receive Inter Branch Transfer (IBT) stock on SAGE, as required.
? Post and transfer Inter Branch Transfer (IBT) stock on SAGE, as required.
? Transfer Inter Branch Transfer (IBT) stock to Work In progress (WIP) on SAGE.
- Administer branch credits, including:
? Investigating of credit.
? Collecting supporting documents.
? Loading
- and processing of credits on SAGE.
? Update credit-note spreadsheet with all credits processed.
? Ensure all credits are passed by month-end.
- Control branch Freight administration.
? Update spreadsheet indicating driver drops and mileages daily.
? Capture Fuel slips onto spreadsheet and raise irregularities with Management.
? Reconcile fuel slips and Nedbank statement to fuel spreadsheet.
? Post Goods Received Vouchers (GRV) for all fuel slips on SAGE.
? Capture Freight waybills onto Freight spreadsheet daily and raise irregularities with management.
? Reconcile Freight supplier Invoices to Freight Spreadsheet and post on SAGE.
? Create purchase orders for vehicle maintenance on SAGE.
- Control cash sales, including:
? Update and reconcile card payment spreadsheet with all card payment receipts received.
- Control Branch PODs.
? Review PODs and ensure adherence to company requirements.
? Ensure all PODs are received timeously by cross referencing to SAGE system.
? Scan and send PODs as requested by stakeholders.
- Control office supplies.
? Order supplies and keep inventory of stock.
? Post Goods Received Vouchers (GRV) on SAGE for all supplies ordered.
? Arrange services for the Printers and/or Bathroom sanitations in line with requirements.
- Complete general administration duties as required by the needs of the branch.
? Filing.
? Archiving of historic documents.
? Data capturing.
? Capturing of overtime and short time registers and submission for payroll input.
? Arrange refreshments for guests, meetings etc.
? Add new employees to clock-in system.
- **SALES**
- Responsible for achieving sales targets and the planned increase of market share.
? Ensure growth of existing Key customers.
? Attract new customer base as per targets set.
? Grow key customer accounts by calling clients and selling.
? Identify which client are not buying and sell more.
? Ensuring all back orders are fulfilled to complete the sale.
? Keep a client data base.
? Customer service of allocated customers.
- Ensure accurate and timeous processing of sales orders by the Internal Sales Department.
- Prepare quotes; sales orders and invoices timeously and accurately and ensure stock availability as per orders.
- Develops, interprets, and produces data on sales performance and sales plans and is responsible for ensuring exceptional customer service of internal sales division.
- Analyse customers and identify products not buying/stopped purchasing & increase buying of such.
? Keep a client data base.
- **CUSTOMER SERVICE**
- Ensure all departments always maintain a high level of customer service levels standards.
? Ensure internal sales communicates with clients to sell stock and with back orders, specials, late deliveries.
- Provide daily feedback to customers on back orders and out-of-stocks.
? Back-order report.
? Source stock from DC to complete sales orders.
? Regular customer communication.
- Ensure sufficient depth of relationships within Key Accounts to promote continuity and growth.
? Ensure visits to Key Accounts in the region together with respective Sales Representative.
? Manage Key Accounts.
- Closely monitor client requirements and identify opportunities to sell innovative products into the portfolio.
? Sales analysis.
- Resolve sales and admin queries timeously.
? Resolve clients’ complaints about incorrect or late processing of orders.
- **PURCHASING**
- Prepare local orders according to purchasing data sheets.
? Complete weekly purchasing spreadsheets for AWF, SYS and EXT and identify branch shortages.
? Ensure completion of stock purchases by Admin Department for local orders with permitted suppliers in line with company requirements.
? Liaise with Procurement Department on orders.
- Purchasing of goods locally (aluminium extrusions and hardware) at cost effective prices and high quality; maintaining sufficient stock levels at the branch.
- **SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL**
- Ensure adherence to the OHS Act.
? Take reasonable care for the health and safety of themselves of other persons.
? Co-operate with the employer to enable prescribed duties or requirements to be compli

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