Northern Cape: Branch Administrator Kathu

We are the largest, single-source supplier of heavy-duty, auto-electrical components and collision avoidance systems in Southern Africa We are currently recruiting for an exceptional Field Service Advisor to be a part of our exciting team! General Duties Ensures compliance to inventory processes and procedures, and contractual obligations in line with ISO manual Coordinating receiving, picking, packing, deliveries and dispatch Monitor and maintain the upkeep of the warehouse, including housekeeping of the stores and surrounding area Maintain standard of health and safety, hygiene and security in the work environment Ensuring that there is access control at all times in the store Having a clear understanding of the company policies and vision and how the warehouse & inventory administration contributes to these Motivating, organising and encouraging teamwork to ensure productivity targets are met and exceeded Minimise overstocks and removal of obsolete/redundant stock to maximise availability of working capital Report and suggest to management any improvement regarded necessary to advance overall warehouse efficiency Assist with stock queries Ensuring that store procedures are met at all times Making sure all manual delivery notes are processed within 2 hours of system coming back on Making sure all parts requisitions are used to issue stock to vehicles are issued within 2 days Attend to email correspondence in a timely fashion To assist other departments should the need arise with branch functions including general office administration, as well as any other duties that may reasonably be required from you by the company Identifying training needs for staff and ensuring that training is obtained and recorded in the training register Liaise with head office and customer/ clients Inventory Administration Responsible for accuracy and recording of Bin audits, cycle counts, and wall to wall counts including year-end counts & stock takes with external auditors Ensure variances are reported to the branch manager, investigated and adjusted accordingly Ensuring the relevant stock adjustment queries are investigated, approved and adjusted Identify procedural / system errors causing stock inaccuracies Keeping stock control systems up to date, ensuring inventory accuracy as follow: stock accuracy is maintained to a level of 95% and bin accuracy of the stock is maintained to a level of 98% (minimum requirement) Initiating & overseeing daily cycle counts and reconciling with SAP system making use of the counting App Perform random stock takes Assist management in managing control measures to avoid mistakes, inaccuracies & discrepancies Processing of Transactions on SAP transfers, adjustments and conversations Updating bin locations daily Ensure all bins are clearly marked/ labelled, allocate bins to new stock items and maintain all stock location changes Ensuring that all bins location changes are confirmed by the storeman and approved by the Branch manager before making them Checking all parts on the delivery note books have been booked to the correct job and from the correct warehouse and has been invoiced within 24hrs Oversee the management and administration of Picking Slips and report all NILL picks to the Internal Sales reps, storeman and branch manager Assisting the storeman with checking stock levels and store requirements Return damaged and incorrect stock to suppliers Handling, and following up on all inventory queries Assist in developing solutions to shortages, overages and inventory discrepancies Ensuring that there is document control on all documentation revolving stock (ISO) Dispatch Administration Ensure that delivery route planning is conducted and adhered to at all times Monitor that the minimum order amount per area for delivery is adhered to Coordinating the driver/s deliveries and collections and check that drivers accurately complete the delivery logbook/s Control and checking of all trip sheets Responsible for inter-branch transfers and ensuring that stock is sent through to branches accurately and meeting QC standards as well as releasing stock from the IT warehouse into the main warehouse upon receiving and checking goods with the transfer documentation Checking accuracy of all stock that is being dispatched/ delivered Ensure that all the paperwork with regards to deliveries / dispatch are there and is 100% correct / accurate Receiving Administration Process internal and branch customer returns / credits Process internal and branch transfers (IBTs) Process suppliers goods returns Oversee and maintain all filing of receiving documentation Ensure inventory documents are complete, current and given to procurement after GRVD into the system Control inventory levels by making sure that the stock is packed away once GRVD with the correct paperwork attached Conduct random accuracy checks when goods are received by checking of orders against documentation / packing lists / orders and taking appropriate action where there are mistakes or discrepancies Assist and oversee the receiving of all scrap batteries and maintaining control over the administration system thereof Warranties & Credits Managing and administration of the warranty/return process at all times Processing all warranty paperwork to ensure proper documentation and verifying criteria required by factory or customer Arranging for parts to be shipped to the factory and resubmitting all rejected claims promptly Assisting with workshop warranty claims and following up on outstanding claims in a timely manner reconciling all warranty receivables and working with the accounting / costing department to obtain payments Keeping track of all warranty parts by noting the repair order number, date of re3placdement and date on which parts may be disposed Sending Warranty stock to Head Office for repair Maintaining all service and customer records as required by the warrantor Responsible to ensure the Serial Number tracking of items or orders and taking relevant action and providing feedback from there Handling, receiving and checking of customer returns and taking the appropriate actions in a timely manner To ensure that all credit notes and returns are processed within 3 days (account customers) and 24hrs (cash customers) so stock can be moved from the credit note / return shelf into the store Assist with all invoice related queries, warranties and other related queries Manage filing systems and ensuring that there is document control on all documentation regarding Branch & Inventory as per ISO Requirements Ensure all filing of documents are done systematically and easily obtained for viewing by all parties Assist with the filing of paperwork, including the electronic filing of invoices, job files, credit notes and certain controlled books Process of supplier paperwork to ensure that the paperwork is accurate and reaches creditors on time Grade 12/ Matric Certificate in administration (essential) Computer Literate (Must be adept in use of MS Office, particularly Excel and Word, Internet and email as well as excellent working knowledge of SAP Ability to enforce and manage processes and procedures Exceptional Communication skills (Verbal and non-verbal) Professional and presentable Strong administrative skills with administrative experience