Administration Officer at H Systems (Pty) Ltd

KEY PERFORMANCE AREAS

• Administration
• SHEQ Integrated Management System control

MAIN RESPONSIBILITIES

ADMINISTRATION

• Administer Inter Branch Transfers.
• Post and receive Inter Branch Transfer (IBT) stock on SAGE.
• Post and transfer Inter Branch Transfer (IBT) stock on SAGE.
• Transfer Inter Branch Transfer (IBT) stock to Work In progress (WIP) on SAGE.

Administer branch credits, including:

• Investigating of credit.
• Collecting supporting documents.
• Loading- and processing of credits on SAGE.
• Update credit-note spreadsheet with all credits processed.
• Ensure all credits are passed by month-end.
• Address all credit enquiries timeously.
• Post Receiving of stock items (GRV) on SAGE.

Control branch Freight administration.

• Update spreadsheet indicating driver drops and mileages daily.
• Capture Fuel slips onto spreadsheet and raise irregularities with Management.
• Reconcile fuel slips and Nedbank statement to fuel spreadsheet.
• Post Goods Received Vouchers (GRV) for all fuel slips on SAGE.
• Capture Freight waybills onto Freight spreadsheet daily and raise irregularities with management.
• Reconcile Freight supplier Invoices to Freight Spreadsheet and post on SAGE.
• Create purchase orders for vehicle maintenance on SAGE.
• Review charges and escalate possible over/under charges.

Control Branch PODs.

• Review PODs and ensure adherence to company requirements.
• Ensure all PODs are received timeously by cross referencing to SAGE system.
• Scan and send PODs as requested by stakeholders.

Control cash sales box, including:

• Administer cash sales for all COD customers, ensuring correct amounts for purchase are received and receipts are issued.
• Update and reconcile cash spreadsheet with all cash payments received.
• Update and reconcile card payment spreadsheet with all card payment receipts received.
• Post banking weekly.

Control petty cash box, including:

• Capture petty cash expenses and raise discrepancies/irregularities with management.
• Always ensure petty cash box balances.
• Complete general administration duties as required by the needs of the branch.
• Filing.
• Archiving of historic documents.
• Data capturing.
• Arrange refreshments for guests, meetings etc.
• Add new employees to clock-in system.
• Arrange services for the Printers and/or Bathroom sanitations in line with requirements.
• Complete other administrative tasks within the Department as required by the needs of the company.
• Must be familiar with all administrative functions in the Department, including, but not limited to:
• Administer top-up stock orders for the branch.
• Administer Branch powder coating.
• Administer Return to supplier (RTS) on SAGE.
• Control office supplies.

SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL

• Ensure adherence to the OHS Act.
• Take reasonable care for the health and safety of themselves of other persons.
• Co-operate with the employer to enable prescribed duties or requirements to be complied with.
• Carry out any lawful order given and obey the health and safety rules and procedures.
• Report any unsafe or unhealthy situation to the employer.
• Report any incident to the employer.
• Comply with health and safety plans.
• Participate in any Integrated Management System activities as required.
• Identify and report opportunities for improvement, Non-Conformances, and Incidents in area of responsibility.
• Ensure adherence to all company policies and procedures.
• Always maintain a high level of customer service levels standards.
• Ensure the Administration Department maintains and complies with standards of health and safety, and hygiene always.

KEY JOB REQUIREMENTS

QUALIFICATIONS

• Grade 12 or equivalent.

EXPERIENCE

• 2 years’ experience in a similar position.
• 4 years’ experience in an administration field.

KNOWLEDGE REQUIREMENTS

• Computer literacy with Proficiency in MS Excel at an intermediate level.
• Proficient in SAGE / Pastel Evolution, or similar, at an intermediate level.
• A thorough practical knowledge of best practices in administration processes.
• Awareness and understanding of the ISO Standard requirements relevant to the position.