Administrator ( Temporary)

SUMMARY:
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POSITION INFO:

NAME OF ROLE: Administrator (4 Months)

DEPARTMENT: Operation: Branch

PURPOSE OF JOB:

• Control the effective and accurate data capture into company – based control platforms.
• Plan and execute the paperwork to ensure efficient traceability.
• Ensure the company maintains a high efficiency on turnaround of customer and despatch function within the company.

KEY PERFORMANCE AREAS:

This position will be responsible for the following 4 Key Performance Areas:

• Financial KPI: Ensure Zero stock loss.
• Customer KPI: To ensure customer service is maintained and achieved.
• Operational KPI: To ensure all processes are followed and despatching service is always upheld.
• Learn & Grow KPI: To ensure you are performing to expectation, are competent, and equipped to perform
• their duties.

KEY PERFORMANCE AREA (RESPONSIBILITIES) MEASURE

Financial Responsibilities

• Maintain processes relating to branch operational expenses.
• Complete monthly grocery and stationery stock take.
• Maintain and monitor register for all pre-printed ATT company stationery.
• Monitor consumables MIN-MAX and submit for re-ordering. 
• Ensure customer invoicing is correct as per SOP.
• Submit petty cash recon to BM weekly. 
• Receipt card payments accurately.

Customer Responsibilities

1.Invoicing 

• Initiate investigation on queries arising due to incorrect loading and invoicing, by receiving the query and highlighting to the AM/BM.

Customer Escalation and Exceptions 

• Acknowledge Salesforce query and work order cases immediately and follow ups to be done asap.
• Manage branch Salesforce dashboard by acknowledging receipt and actioning.
• Ensure that all open queries are resolved and closed within seven working days.

Customer service 

• Answer all calls within two rings.
• Resolve all telephonic queries and/or escalate to BM or AM where necessary.
• Maintain a professional and welcoming environment.
• Assist walk-in customers with collections of stock and customer queries by obtaining the invoice from the customer/ courier.
• Ensure that Dispatch receives the invoice and picks the order for the customer/ courier.
• Monitor the TAT for customer/courier to obtain his order.
• Where collection times are not adhered to, escalate to AM/BM

Internal customer service

• Provide inter-departmental document support timeously.

Operational Responsibilities

Administration

• Prepare container receiving documentation and share with Stock controller.
• Send the ‘Received container’ documentation to the GRV department.
• Manage physical and digital filing of all branch documents.
• Archiving of previous month’s paperwork.
• Prepares the monthly stocktake sheets and captures stock take data on the day.
• Upload paperwork on Salesforce for credit cases within 3 days of receipt of stock.
• Update Control sheet (Cloud) for IBTs and Picking slips.
• Ensure that cash sales are balanced daily for the client.
• Ensure IBTs are received and paperwork filed.
• Credits to be done daily and given to Manager to sign off by COB.
• Assisting BM to obtain quotes as and when required.
• Petty Cash-manage float, submit petty cash every Thursday.
• Oversee forklift fitments and ensure all fitments are concluded within specified timeframe.
• Check the daily collection tray for cash sales and if the order has not been collected, arrange a credit note.

Invoicing

• Ensure all details are correct when picking slips are printed for all invoices and checked on clients  online control sheet.
• Ensure all PODs are returned and trip sheets are signed off as per SOP.
• Investigate all outstanding PODs and highlight reasons with BM every Monday.
• Audit forklift Fitment job cards and ensure are correctly completed and signed off.
• Verify Forklift fitment job cards against invoice to ensure accuracy.
• Scan to Contact Centre so that the case can be closed.
• Upload PODs to DMS within 48 hours of receipt.

Housekeeping

• Ensure that workspace is kept clean, neat, and tidy. 
• Contribute to general branch housekeeping.

Learn & Grow Responsibilities

• Cross-skilling
• Pursue opportunities to gain experience and upskill in other roles/senior roles.
• Learning and Development
• Attend all relevant training programmes that have been assigned to you and engage and participate in companywide learning initiatives within time limits.
• Innovation 
• Identify potential process enhancements and or innovative ideas to propel the business and/or operations.

MINIMUM REQUIREMENTS / QUALIFICATIONS AND/OR EXPERIENCE

• Matric
• Min 2 years Admin experience
• MS Office Suite with strong excel capabilities
• Basic understanding of an ERP system
• Experience in the tyre industry advantageous but not compulsory
• Willingness to work extended hours and overtime i.e., stock takes on Saturdays

Knowledge:

• Microsoft Office Suite
• Invoicing
• Use of CRM system
• Query management
• ERP system
• Basic understanding of stock control
• Office management
• Reception

Skills

• Effective communication
• Customer service management
• Problem solving 8. Process management
• Time management
• Telephone etiquette
• Ability to organise your workload effectively and efficiently
• Ability to navigate complex situations
• Team collaboration/ diverse teams
• Stakeholder engagement
• Interpersonal

Attitude /Behavioural Requirements (Compulsory):

• Act with honesty and integrity Make ethical decisions when engaging with internal and external clients keeping organisational goals and objectives in mind.
• Respect each other Maintain respect in all interactions.
• Treat all stakeholders fairly and equitably.
• Serve our customer Maintain a customer centric approach
• Team player Support your own team objectives.
• Collaborate with other teams to create constructive interaction in the organisation and achieve organisational goals
• Lead by example Be a role model and set an example that inspires others by upholding our Culture Pillars. Be pro-active and solution driven.
• Be committed to learning Share knowledge and expertise. Liberate the best in your people by providing learning opportunities, upskilling, coaching and mentorship. Support the learning strategy and goals of the business.
• Be focused, determined and 100% accountable Take accountability for mistakes and errors and find solutions to mitigate risk
• Prioritise work efficiency Look for innovate ways to promote continuous development and process efficiencies within the business.

Job Tools:

• PC, multifunctional printer, and email
• SOP’s
• Client's Online, Document Management System (DMS)
• Telephone
• Sage and Salesforce.
• Business network & Wi-Fi access