Office Supervisor

7 months ago

Benoni, 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**
- Must be familiar with all administrative functions in the Department, including, but not limited to:

- Administer top-up stock orders for the branch.
- Administer Branch powder coating.
- Administer Return to supplier (RTS) on SAGE.
- Control office supplies.
- Administer Inter Branch Transfers (IBTs) on SAGE.
- Administer credits.
- Post Receiving of stock items (GRV) on SAGE.
- Control branch Freight administration.
- Control Branch PODs.
- Control petty cash box.
- Complete general administration duties as required by the needs of the branch.
- Filing.
- Archiving of historic documents.
- Data capturing.
- **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.
- Assist with any other sales related tasks as required by the Branch Manager.
- **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.
- Ensure order is processed by Admin Department timeously.
- Liaise with Procurement Department on orders to mill / Wispeco.
- 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.
- Participate in any Integrated Management System activities as required.
- Identify and report opportunities for improvement, Non-Conformances, and Incidents in area of responsibility.
- Ensure adherence to all company policies and procedures.
- Always maintain a high level of customer service levels standards.
- Ensure the Sales and admin Department maintains and complies with standards of health and safety, and hygiene always.

**KEY JOB REQUIREMENTS**

**QUALIFICATIONS**
- Grade 12 with a series of short and longer course certifications.
- Valid Drivers’ license.

**EXPERIENCE**
- 5 years’ experience in a supervisory position, managing employees.
- 8 years’ experience in a sales and administrative environment.

**KNOWLEDGE REQUIREMENTS**
- Computer literacy with Proficiency in MS Excel at an intermediate level.
- Proficient in SAGE Evolution, or similar software, at an intermediate level.
- Strong knowledge and understanding of sales and administrative principles, techniques, and strategies.
- Awareness and understanding of relevant ISO Standard requirements.

**SKILL REQUIREMENTS**
- Quoting and Invoicing.
- Effective analytical and problem-solving skills, to identify customer challenges and offer suitable solutions.
- Excellent verbal and written communication skills to effectively engage with clients, understand their needs, and articulate the value proposition of the pr

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