Administration Clerk (Equipment) at Senwes

PURPOSE OF THE JOB:

• The effective and accurate administration of the Parts department in a Branch to ensure efficiency of department.

RECEIVING ADMINISTRATION:

Core Tasks:

• Receive delivery notes 
• Gather JD and other suppliers invoices electronically for receiving process
• Link invoices with delivery notes and Equip orders
• Capture invoice on system
• Verify accuracy of receiving information on the system
• Obtain authorization for claims 
• Create claims for shortages and overages 
• Follow up on outstanding claims and orders
• Keep filing up to date
• Report back on actions taken to Manager
• Assist with ad hoc receiving duties as and when required

REPORTS ADMINISTRATION:

Core Tasks:

Daily:

• Generate reports from system (Credit notes, Outstanding picking slips, outstanding customer orders, outstanding quotations, quantity reports, outstanding inter branch transfers, lost sales)
• Forward reports to relevant parties for further action
• Verify information on credit report with source documents
• Follow up on outstanding documents / information
• Forward to management for authorization
• File completed documents

Weekly:

• Generate reports from system (outstanding claims, shipping documents, outstanding purchase order, negative on hand report, BIN location report)
• Forward reports to relevant parties for further actions
• Follow up on outstanding documents / information
• Forward to management for authorisation
• File completed documents

Monthly:

• Receive courier reports
• Reconcile reports with source documents
• Create order for payment
• Obtain authorization
• File completed documents

GENERAL ADMINISTRATION:

Core Tasks:

• Generate reports for stock taking
• Assist in quarterly stock taking
• Capture count sheets on system
• Generate variance report
• Forward report to relevant parties for further actions
• Follow up on outstanding documents / information
• Forward to management for authorization
• Generate stock take update report
• File completed documents
• Order General office stationery
• Capture VVA source documents on system
• Administration of interdepartmental purchases
• Filing of source documents
• Capture employee transactions on behalf of employees on intranet
• Administration and reconciliation of trip sheet and vehicle documentation
• Dispatch administration
• Handle general queries from customers and internal staff

Job Requirements
JOB REQUIREMENTS

• Qualifications: National Senior Certificate
• Requirements: At least 1 year with general office administration