Sandton: Receiving Coordinator posted by Staff Solutions

Purpose of the Position:
The Receiving Co-ordinator will be responsible for the efficient and accurate administration of all incoming stock, ensuring it is correctly documented and handed over to the designated storage area with all required internal and customer paperwork. The role also includes managing SafeGold letters, maintaining the Second-Hand Goods Register, and ensuring full compliance with all related policies and legal requirements.
This role demands meticulous attention to detail. There is zero tolerance for loss, mishandling, or incomplete documentation of incoming stock.

Key Responsibilities:

Receiving and Stock Administration:

• Receive stock related to Safe Custody, Trade Exchanges, Store Returns, and Wholesale, ensuring all associated paperwork and tickets are complete and accurate.
• Promptly address and process Tickets in line with operational timelines.
• Verify all incoming documentation against company standards, and follow up on outstanding or incomplete paperwork.
• Accurately capture GRVs (Goods Received Vouchers) and credit notes on the company’s financial system in line with internal policies.
• Confirm stock received matches submitted photographs and descriptions.
• Submit completed and verified stock and paperwork to the designated storage area.
• Maintain up-to-date, accurate filing of all documentation, in line with departmental standards.
• Immediately report any discrepancies, concerns, or non-compliance issues to the line manager.

SafeGold Letter Management:

• Generate and file SafeGold letters once GRVs or credit notes have been processed.
• Produce ad hoc SafeGold letters upon request via the Ticket system.
• Ensure all letters are accurate, timely, and filed correctly as per procedures.

Second-Hand Goods Register:

• Maintain the Second-Hand Goods Register, ensuring it is accurate, current, and always inspection-ready for SAPS compliance.

Product Knowledge & Development:

• Actively seek to learn the features of products, including coins, to improve accuracy in verifying authenticity.

Projects & General Duties:

• Participate in special projects as assigned from time to time.
• Perform ad hoc administrative and operational tasks as reasonably required within the scope of the role.
• Support company initiatives and participate in events as needed.

Critical Success Factors:

• All received stock is properly documented, processed, and handed over without loss.
• All proof of handover is filed and accessible.
• GRVs and Credit Notes are captured with 100% accuracy.
• SafeGold letters are consistently correct and filed as per procedure.
• The Second-Hand Goods Register is always current, accurate, and compliant.
• Paperwork is consistently filed on time and in the correct format.

Candidate Requirements:

• Minimum: Matric / Grade 12
• Accounting qualification and/or at least two years’ experience in financial or warehouse processing (advantageous)
• Proven accounting or stock processing acumen is beneficial
• Excellent administrative skills with the ability to work methodically, accurately, and efficiently
• Strong computer literacy; experience with Zoho is an advantage
• Excellent time management and attention to detail
• Ability to follow and apply operational policies and procedures consistently
• Strong collaborative and problem-solving abilities
• Willingness to learn and retain product-specific knowledge, especially related to coin identification
• High levels of ethical conduct, reliability, and personal accountability
• Able to work independently while maintaining strong working relationships with team members and line managers