Merchandising Administrative Manager

5 days ago

Midrand, South Africa Effective Sales and Merchandising Full time

The Merchandising Administrative Manager will manage the Merchandising Admin department.

As a priority, he/ she willmanage the full merchandising process of employee onboarding, admin and maintenance, payroll, uniforms, and terminations.

The Merchandising Admin Manager Is also responsible for part of the payroll function and captures new employees and leave on VIP Payroll and is responsible to ensure that the Merchandising Administrators capture payroll correctly before submitting to the payroll department.

The below list of duties is not exhaustive, and you may be required to fulfil other duties related to the job as assigned to you.

**ONBOARDING NEW STAFF**
- Ensure that the Merchandising Administrators follow the correct Onboarding Process (Ulwazi 002)
- If a store has requested an additional employee, it needs to be approved by Senior Management before onboarding the employee. When a new employee is onboarded:

- Check contract and personal information paperwork received from the Merchandising administrators.
- Ensure that all Information is correct before submitting for approval.
- Submit the paperwork to the HR manager for approval.
- Ensure that when a merchandiser Is replaced, confirmation of previous merchandiser employment has been finalized.
- For example, a resignation letter, or outcome of disciplinary hearing must be sent to and communicated with management before the replacement can be approved.
- Details of Functions:

- When the Merchandising Administrators create a new employee folder on OneDrive, check that the contract and supporting paperwork has been filed and named correctly.
- Check that correct employee Information has been added to payroll.
- Ensure thatthe Merchandising Administrators have scheduled the new employee for induction training and that the signed attendance register has been filed.
- 1 Confirm that the Merchandising Administrators has scheduled the monthly performance reviews into the manager's/ rep's diary.
- Should the employee have completed all 3 monthly reviews with positive feedback may we offer the employee with a permanent contract.
- Communicate contract extensions, terminations, or request for pennanent contracts to the HR manager at least 2 weeks before the contract expiry date.
- **ADMIN AND MAINTENANCE**:

- Ensure that the Merchandising Administrators are keeping employee files up to date and all new policies and/ or procedures have been placed in the employee's folder.
- Follow the One-Mail-Trail process with all relevant information pertaining to each merchandiser.
- Check that the Merchandising Administrators follow the correct disciplinary procedures.
- Check that the Merchandising Administrators are sending the relevant Information when requesting
- payslips and UIF forms
- It Is your responsibility as the Merchandising Admin Manager to ensure that the Merchandising Administrators follow the correct procedures.
- In the event that it is not being followed, escalate the matter to the HR manager
- **PAYROLL ADMINISTRATION**:

- Capture New Employee's information and Leave on Sage VIP.
- Resolve any payroll related queries or escalate to the HR manager or Sales Rep when unsure. o Ensure the Merchandising Administrators supply accurate information to the payroll department
- Double check their payroll files before each deadline for corrections or changes.
- Ensure that they update the merchandisers personal information regularly to sync with SARS and relevant Labour Departments.
- Check that they have calculated hours worked accurately.
- Escalate any issues to the HR/ National Manager/ Sales Rep such as fraudulent tlmesheets, absenteeism not reported, etc.
- Merchandisers are not permitted to work overtime or on public holidays unless it has been approved in writing by Senior Management
- Check that the Merchandising Administrators have captured employee's leave correctly on the leave planners.
- Anyrequests for Unpaid Leave should be signed off by the Merchandising Admin Manager
- Check that the Merchandising Administrators has updated rep group changes on the payroll
- Check that the Merchandising Administrators has updated all employee numbers that changed on the payroll.
- Ensure that the Merchandising Administrators meet the necessary payroll deadlines as per the annual schedule.
- **TERMINATIONS/ RESIGNATIONS**:

- Ensure that the Merchandising Administrators are following the correct termination/ resignation process when an employee resigns or has been terminated due to disciplinary action
- Merchandising Administrators to follow up dally and add any new information in the comments.
- Termination checklists to be completed correctly and in full before releasing the salary.
- **MEETINGS COMMUNICATION AND OTHER**:

- Keep an open line of communication between yourself, the reps/ managers, and the Merchandising department.
- Review, update and develop current systems and processes such as MS Teams, Payroll, etc
- Prepare for and attend relevant

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