Admin Assistant: Reverse Logistics

2 weeks ago

Johannesburg, South Africa Wheco Group Full time

An Admin Assistant for Furniture Repairs and Returns Office (RVL)assists the RVL Manager in enforcing controls and ensuring administration related to the RVL department is executed and maintained. This includes investigation, reporting, implementing of operating procedures, administration duties on internal EVO dashboard, inspections, report checking, technical support staff CCP execution and general office administration related functions.

**KEY RESPONSIBILITIES**:
The following key duties and responsibilities are associated with this position: Duties include but are not limited to:

- **Administration - EVO**
- Working closely with RVL staff (RVL Controllers, Team Leaders, and General staff) in execution of EVO administration relating to returned products on Credit Notes, IBTs received and dispatched via RVL stores as well as shipment of parts and products from repair.
- Creating of IBT documents for stock movement
- Creating of Waybills and Manifests for parcel dispatching
- Updating of the EVO dashboard for dispatched Picking Slips and ensuring grids are checked daily and updated accordingly.
- **Administration - CCP**
- Working closely with RVL staff (RVL Controllers, Team Leaders, and General staff) and Customer Care staff (Managers, Administrators and Agents) in execution of CCP technical questions relating to parts, repair and warranty on complaints logged by customers.
- Communicating with the relevant RVL Technical Department on parts available or repairs possibility.
- Liaising with Customer Care agents to provide feedback on requests made to clear the dashboard.

**- Administration - Office Management**
- Ensuring tickets are logged on the R&F ticket system for any facility problem, ordering of materials, health and safety requirements, uniforms etc and ensuring completion of these tickets on a timeous basis by directly liaising with R&F agents.
- Controlling Petty cash expenditure (if required) and ensuring accountability is taken for the administration and safekeeping of the money.
- Overseeing daily duties of cleaners (if required) and ensuring office upkeep is done.
- Overseeing office visits by contractors /suppliers / customers.
- Maintaining a proper filing system for necessary administration by scanning or filing documents in the required manner.
- **General**
- Act as a stand-in when required in RVL roles within the department during annual leave and sick leave of certain staff in certain positions.
- Assist in measuring of metrics and regularly review stock holding within RVL stores with the RVL Manager.
- Work closely with the Logistics Administration team regarding stock investigations, stock control and changes required within the RVL store scope.
- Assist in training of new staff in roles within RVL department.
- Assist in ad-hoc duties allocated to you within the RVL department by Management.
- **Equipment and asset control**
- Ensuring safe keeping of all valuables, tools, and equipment.
- **Other**
- Assisting and overseeing other related warehouse / office functions:

- Housekeeping / Cleaning
- Health and Safety
- Supply ordering (Packaging, consumables)
- Opening and closing of warehouse

**REQUIREMENTS/EXPERIENCE**:

- Matric with a minimum of 3-5 years’ experience in working within a returns, repairs, technical servicing, and warehousing environment, especially within a reverse logistics setup.
- Computer literate in Office365 programs (Outlook and Excel).
- Previous experience in an administrative role within a reverse logistics / warehousing / logistics / courier service environment.
- Experience in handling customer complaints / enquiries telephonically and in writing.
- Experience working in Sage Evolution (or any similar system) with knowledge of ticket systems and basic supply chain procedures.

**COMPETENCIES**:
The following competencies are inherent requirements for the position:

- Practical knowledge and experience within a warehouse environment especially within a furniture repair or returns warehouse.
- Teamwork: working with own and other teams or managers (coordinating to ensure timely returns, to manage inventory, etc).
- Customer focused and service driven with the ability to communicate effectively with customers, team members, suppliers, and management.
- Excellent communication skills (written and verbal).
- Self-motivated with the ability to work under pressure and meet deadlines (time management).
- Acute and reliable with good work ethics and attention to detail.
- Problem-solving skills (Analytical, Technical & Creative Thinking Skill) with the ability to efficiently prioritize, multi-task and adapt in a changing environment (managing customer complaints, resolving inventory discrepancies, troubleshooting technical issues, etc).
- Strong organisational skills with attention to detail and the ability to anticipate and address issues before they arise.
- Pro-active strategic thinker.
- Flexible multi-tasker and quick thinker.
- Maintaining confident

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