Office Supervisor - Benoni at H Systems (Pty) Ltd

JOB PURPOSE

The core purpose of the role is to generate sales and visit key clients, and direct the activities of the office, whilst ensuring sufficient stock availability at the branch.

KEY PERFORMANCE AREAS

• Administration and Reporting.
• Sales.
• Customer Service.
• Purchasing.
• SHEQ Integrated Management System control.

MAIN RESPONSIBILITIES 

ADMINISTRATION AND REPORTING

• 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.
• Administer Inter Branch Transfers (IBTs) on SAGE.
• Administer credits.
• Post Receiving of stock items (GRV) on SAGE.
• Control branch Freight administration.
• Control Branch PODs.
• Control petty cash box.
• Complete general administration duties as required by the needs of the branch.
• Filing.
• Archiving of historic documents.
• Data capturing.

SALES

• Responsible for achieving sales targets and the planned increase of market share.
• Ensure growth of existing Key customers.
• Attract new customer base as per targets set.
• Grow key customer accounts by calling clients and selling.
• Identify which client are not buying and sell more.
• Ensuring all back orders are fulfilled to complete the sale.
• Keep a client data base.
• Customer service of allocated customers.
• Ensure accurate and timeous processing of sales orders by the Internal Sales Department.
• Prepare quotes; sales orders and invoices timeously and accurately and ensure stock availability as per orders.
• Develops, interprets, and produces data on sales performance and sales plans and is responsible for ensuring exceptional customer service of internal sales division.
• Analyse customers and identify products not buying/stopped purchasing & increase buying of such.
• Keep a client data base.
• Assist with any other sales related tasks as required by the Branch Manager.

CUSTOMER SERVICE

• Ensure all departments always maintain a high level of customer service levels standards.
• Ensure internal sales communicates with clients to sell stock and with back orders, specials, late deliveries.
• Provide daily feedback to customers on back orders and out-of-stocks.
• Back-order report.
• Source stock from DC to complete sales orders.
• Regular customer communication.
• Ensure sufficient depth of relationships within Key Accounts to promote continuity and growth.
• Ensure visits to Key Accounts in the region together with respective Sales Representative.
• Manage Key Accounts.
• Closely monitor client requirements and identify opportunities to sell innovative products into the portfolio.
• Sales analysis.
• Resolve sales and admin queries timeously.
• Resolve clients’ complaints about incorrect or late processing of orders.

PURCHASING

• Prepare local orders according to purchasing data sheets.
• Complete weekly purchasing spreadsheets for AWF, SYS and EXT and identify branch shortages.
• Ensure completion of stock purchases by Admin Department for local orders with permitted suppliers in line with company requirements.
• Ensure order is processed by Admin Department timeously. 
• Liaise with Procurement Department on orders to mill / Wispeco.
• Purchasing of goods locally (aluminium extrusions and hardware) at cost effective prices and high quality; maintaining sufficient stock levels at the branch.

SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL

• Ensure adherence to the OHS Act.
• 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 Sales and admin Department maintains and complies with standards of health and safety, and hygiene always.

REQUIREMENTS

QUALIFICATIONS

• Grade 12 with a series of short and longer course certifications.
• Valid Drivers’ license.

EXPERIENCE

• 5 years’ experience in a supervisory position, managing employees.
• 8 years’ experience in a sales and administrative environment.

KNOWLEDGE REQUIREMENTS

• Computer literacy with Proficiency in MS Excel at an intermediate level.
• Proficient in SAGE Evolution, or similar software, at an intermediate level.
• Strong knowledge and understanding of sales and administrative principles, techniques, and strategies.
• Awareness and understanding of relevant ISO Standard requirements.

SKILL REQUIREMENTS

• Quoting and Invoicing.
• Effective analytical and problem-solving skills, to identify customer challenges and offer suitable solutions.
• Excellent verbal and written communication skills to effectively engage with clients, understand their needs, and articulate the value proposition of the product being sold. 
• Able to collect and interpret data to identify trends, patterns, and areas for improvement.