Operations Administrator

SUMMARY:
A leading company representing a range of eco-friendly brands in the South African market is looking for a dynamic and motivated Operations Administrator to join their team in Mount Edgecombe.
The role will provide financial and order administration support, while coordinating domestic courier services to ensure smooth day-to-day operations.

POSITION INFO:
Duties and Responsibilities:
Bookkeeping Support:

• Complete credit applications with new suppliers and send to Bookkeeper for checking
• Process new customer credit applications, collate all relevant documentation, conduct
• reference checks and obtain sign-off from Bookkeeper and Director
• Capture new customer and supplier accounts on Sage
• Receive wholesale order packing slips from warehouse, check against SO and convert SO’s to invoices
• Check all online orders have been invoiced through Stock2Shop and raise invoices when necessary. Liaise with Bookkeeper on any missing invoices
• Update pricelists on Sage
• Receive and check all POD’s and invoices before handing to Bookkeeper for processing
• Support Admin Manager with any other Bookkeeping tasks as required

• Handle administrative aspects of the Customer Onboarding Process and liaise with Bookkeeper, Sales Director and Sales Consultant with regards to sending samples, etc.
• Maintain Store Record Card

• Liaise with Customer Service Coordinator and warehouse and make relevant DC Bookings for wholesale orders
• Follow up on and track & trace all domestic shipments ensuring orders are delivered in terms of the SLA’s
• Follow up on and ensure receipt of Dis-Chem POD’s on day of delivery directly from the store’s Receiving Department
• Obtain all other POD’s as soon as possible and follow up on outstanding deliveries
• Maintain Lead Time report as required
• Follow up on all delivery queries as necessary and identify and lodge claims/queries
• Provide warehouse with support regarding courier performance and queries

• Liaise with Sales Consultant or Agency Rep regarding request for return.
• Obtain management approval for return
• Arrange documentation to be sent to us prior to return being collected by transporter
• Book collection
• Update Returns Schedule on Google Docs and keep warehouse informed
• Monitor shipment and ensure POD is received from warehouse
• Follow up with warehouse if GRV is not received with 24 hrs
• Reconcile GRV from warehouse to the customer’s return document (eg. Dis-Chem’s Goods Return Note)
• Ensure “Yellow Slip” is received from Dis-Chem Receiving Department (if applicable) when following up on POD/GRN on day of scheduled delivery to Dis-Chem store
• Follow laid down procedure with regards to “Yellow Slip” returns – i.e. Courier, Warehouse and Bookkeeper requirements

• Work together with Customer Service Coordinator to arrange collection of online returns/exchanges
• Ensure customer is kept informed at all times regarding collection process
• Track and trace all returns and reconcile when stock arrives at the NPH office
• Keep Returns Schedule updated at all times
• Work with Customer Service Coordinator to check returns and arrange repackaging if necessary and/or prepare for weekly delivery to warehouse
• Reconcile credit notes passed for online returns/exchanges with warehouse GRV

• Monitor stationery levels and prepare quotes for re-orders – send to Office Manager to action
• Monitor office supplies (tea/coffee/cleaning products) and compile list for Office Manager
• Ensure office and storage areas are kept neat and tidy
• Monitor stock levels and arrange reordering of:
  • Online Boxes
  • Packaging requirements
    • Carton packing tape
    • Growing cards
    • General packing boxes
  • Arrange stationery for the warehouse as necessary
• Ad hoc work as required

• Matric
• Computer literacy – particularly MS Office packages (Excel essential)
• Experience with Sage Accounting software
• Ability to work under pressure & to deadlines
• Attention to detail
• Communication
• Customer Focus
• Teamwork