Account Assistant

Recruiter:

Boardroom Appointments

Job Ref:

JHB004463/DH

Date posted:

Thursday, May 19, 2022

Location:

Johannesburg, South Africa

Salary:

Market Related Monthly

SUMMARY:
Our client based in Johannesburg is looking for an Account Assistant to ensure that all aspects of daily Customer/Retailer admin and service queries are addressed.

JOB DESCRIPTION:

Education and Minimum Requirements:

Bcom Logistics or similar Diploma (?)
Valid Code EB drivers' license
3 years of account or general administration experience preferably in an FMCG sales environment

Competencies:

Verbal and written communication
Computer literacy (SAP MM and BW and MS Office and especially proficiency in Excel)
Report writing
Interpersonal
Logical thinking
Numeracy
Organisational awareness

Responsibilities

Relationship Management:

Answer daily general inquiries – represent the first point of reference including basic investigation and follow – up Escalate to Account Manager if required
Account Administration
Implement administration on updated service level agreements.

Project administration:

Update project plans for a new take on projects –Customers as well categories example CLC ambient take on o Setup and attend project meetings
Ensure relevant communication flow with regards to individual projects New Vendor listing process management:
Obtain Vendor applications and follow the required process to ensure implementation in the Organization
Ensure all data is correct and captured accurately
Ensure credit applications are completed and returned to suppliers within agreed timeframes
Ensure that the necessary documentation is filed accordingly

Key Account Management:

Maintain product pricing file and communicate to central pricing/EDI for update

Manage Product Pricing:
Ensure annual and bi-annual pricing is updated accurately on the relevant system according to specified timeframes

Attend to all administration around buy-ins and pricing related to each customer and within the channel
Conduct store visits (if required and as agreed per Customer need)
Participate in weekly operations planning meetings with internal supply planning and logistics Resolve daily queries or complaints.
Support finance department with supplier reconciliation queries and required to follow up.
Provide administrative support for monthly, quarterly and ad hoc charges (e.g. chicken incentives; rebates; storage for overstocks).
Ensure that annual and interim fee adjustments are implemented.
Monitor daily EDI rejection report and resolve price discrepancies. Follow up with the relevant call centre and ensure rejected orders are re-ordered
Manage overstocking and compile the risk reports on risk stocks
Ensure administration and communication internally and externally around NOD/NDD changes occurs according to agreed parameters
Provide weekly and monthly reports on service levels; activity level reports and monthly DSC’s for customers and the Account Managers.
Ensure administration and communication on supplier and product take-ons and exits.
Implement customer and channel take-ons and exits (e.g. changes from boxing to crates; Chicken Licken dry goods, etc).
Manage the calendar of business reviews and update the template before every meeting with the sales of the previous month, including the analysis of service levels which must be obtained from the demand forecasters.
Provide support on competitive market research activities.
Monitor and collate sales performance by customer.

Promotion and Forecast Communication:

Follow up on product recalls and provide feedback to the customer.
Manage business information content and workflow.
Maintain and communicate customer’s promotional grid 3.5.Product workflow
Obtain PDS from customer/retail customer (PDS = Product Data Sheet)
Ensure all data is correct (If not, contact the relevant person to get correct data)
Capture the data on the workflow document on the intranet

Data must report:

Product list and cost price (ensure that data is correct)
Establish the cost price if not provided o Dimension
Weight
Description
Link to product hierarchy
Link to product family (not applicable to all)
Supplier name
Shelf life details
Attach original PDS document to workflow o Customer Name
Customer Address o Customer Market Segment
Submit to central planning for approval and sign off.
If rejected, find the error; correct and re-submit 3.6. Communication (within Organization and its partners)
Handle communication in relation to stock and associated issues; engaging with the Call Centre and Supply Planning on a daily basis
Communicate requests from the Customer to relevant Organization stakeholders and provide feedback to the Customer.

Reporting:

Compile review packs (standard and non-standard) for the Account Manager.
Print and compile reports as requested by customers and any ad hoc requests.
Provide reports on non-compliance of both Organization and Customers to relevant Organization Stakeholders. Compile daily, weekly and monthly reports for Customers
Compile Major Pricing Discrepancies (approx 4 – 5 times a year) this involves matching invoices to BW report to determine the value of the debit or credit note
Team Participation and Self-Management:
Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning, prioritising and self-development.
Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
Support and drive the business core values.
Manage colleagues and clients’ expectations and communicate appropriately.
Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
Champion training and development of self and others through utilising available training opportunities or contributing to the development of new training solutions relating to product costing in collaboration with national training specialists.
Participate in and drive regular performance appraisals and ensure that own targets and goals are clear and achievable.
Maintain a basic appreciation and awareness of employee relations climate and ensure corrective action is taken where required in line with relevant legislation and company policy.

KPI’s :

Accuracy, quality and timeliness of standard reporting
Accuracy of system pricing
Accuracy of charges
Compliance with service level agreements
Efficacy of customer administration and associated analysis
Data integrity and accuracy
Customer satisfaction rating

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