Branch Administrator

2 weeks ago

Cape Town, South Africa Anthony Kettle Full time

Published
- Aug 1, 2023
- Location
- Cape Town, South Africa
- Category
- Business
- Job Type
- Full-time
- Salary Type
- Monthly Salary
- Salary
- R15 000.00 - R16 000.00 Per Month

**Description**:
**Branch Administrator (stores/stock, sales, and operations) - Brackenfell, Cape Town - R15 000 to R16 000 per month**

Manufacturer, Importer, Exporter and Distributer of handles, hinges, screens, window hinges, window and door hardware/accessories and measuring equipment seeks a Branch Administrator to manage the branch administration, serve as operations support and other general branch duties.

**Responsibilities relating to Stock Management**:
**Warehouse Reporting**:

- Reporting on stock levels on shelf twice monthly
- Reporting on stock lines not sold during prior month, with Sales team commentary.
- Reporting on damaged stock/returns month to date

**Quality Control**:

- Document agreed upon quality control procedures for both local and import stock.
- Import stock damages/issues to be photographed and details sent to Imports Administrator

**Stock Take**:

- Prepare stock count sheets for both Cycle Counts and Month End Counts using Stock Valuation Report.
- Report stock count results in the agreed upon format.
- Compile variance analysis report with root causes.

**Returns/Credit Notes**:

- Process Credit Note on Umbrella using fully completed and signed off Goods Returned Advice.
- Submit credit notes for approval to Finance department, ensuring that Goods Returned Advice is uploaded to the credit note on Umbrella.
- Should Handling be waived there needs to be a Sales motivation included in the credit note submission.

**Responsibilities relating to Logistics**:

- Accountable for outbound logistics or collections via dedicated vehicle or courier
- Obtaining Quotes for outbound deliveries/collections and uploading Purchase orders on Umbrella
- Accountable for reconciliation of POD with invoice
- Accountable for uploading POD to invoice on Umbrella.
- Accountable for capturing and uploading courier invoices on Umbrella.
- Check outstanding POs on Umbrella to ensure all converted to invoices.

**Responsibilities relating to dedicated vehicle management**:

- Manage driver routing daily (morning & afternoon)
- Post an update to the sales WhatsApp group for ETA on invoice deliveries.
- Record daily check sheet details on driver monthly report.
- Captures details daily on driver billing sheet.
- Capture invoice details on billing sheet and upload Purchase order to Umbrella.
- Analyse and report on usage by dedicated vehicle based on % of invoices carried.
- Analyse and report on the average km covered by dedicated vehicle compared to the base km per the contract.

**Responsibilities relating to sales**:
**Branch Cash Sales Management**:

- Verify all Cash/Speed point receipts for COD Customers.
- Create receipt on Umbrella and allocate to invoice.
- Review the list of COD sales invoices provided by Counter sales to the list of Cash/Speed point payments received.
- Each Friday reviews the Debtors Credit Risk report for all Cash accounts with balances, verify correctness and submit to Internal Sales to follow up in terms of invoices to be processed or credits to be deducted from next sale.
- Each month prepare the banking schedule and send to Finance.
- Ensure Cash is banked correctly into the FNB account.

**New business development**:

- Cold calling potential customers and understanding their aluminium hardware needs and if they require a Savignac sales rep to call on them.
- Submit credit limit increase request forms to finance based on the needs of the sales team.

**Responsibilities relating to Building/Health and Safety regulations**:

- OHS compliance.
- Understanding the basic setup and troubleshooting of the below infrastructure:

- Internet connection
- Telephone connection
- Power solution by means of Inverter/Battery
- Basic IT setup
- Printer setup through
- General building issues through landlord

**Hygiene Management**:

- Manage the lady assigned by Fidelity Cleaning company to ensure hygiene environment.
- Understand the content and timeframe of the cleaning contract in place to ensure timely renewal.

**Branch Documentation**:

- The following documents to be uploaded to Umbrella thus providing supporting evidence for each transaction and assisting the audit process:

- Courier PODS downloaded online.
- Dedicated vehicle manually signed PODS to be scanned.
- Supplier invoices to be scanned once stock received into Umbrella.

**Metrofile**:

- Ensure all documents are archived in clearly marked boxes.
- Maintain register of all boxed sent to Metrofile with their contents.
- Maintain relationship with Metrofile Cape Town branch.

**Office Expenses**:

- Manage and control the spend on office expenses whilst ensuring that the branch is sufficiently stocked of the below:

- Stationery
- Groceries
- Basic repairs and maintenance materials
- Any request that is outside of the norm to be app

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