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  • Posted: Aug 16, 2023
    Deadline: Not specified
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    H Systems (Pty) Ltd (previously Hinges and Hardware (Pty) Ltd) was established in 1995 in the city of Pietermaritzburg. Over the past 20+ years, the company has been built into a leading service provider in aluminium profiles, aluminium systems and aluminium accessories to the window, facade and door manufacturing industry of South Africa. In 2016 H Sy...
    Read more about this company

     

    Office Supervisor - Nelspruit

    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

    • Post Receiving of stock items (GRV) on SAGE.
    • Administer Branch Inter Branch Transfers.
    • Post and receive Inter Branch Transfer (IBT) stock on SAGE, as required. 
    • Post and transfer Inter Branch Transfer (IBT) stock on SAGE, as required.
    • 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.
    • 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.
    • Control cash sales, including:
    • Update and reconcile card payment spreadsheet with all card payment receipts received. 
    • 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 office supplies.
    • Order supplies and keep inventory of stock.
    • Post Goods Received Vouchers (GRV) on SAGE for all supplies ordered.
    • Arrange services for the Printers and/or Bathroom sanitations in line with requirements.
    • Complete general administration duties as required by the needs of the branch.
    • Filing.
    • Archiving of historic documents.
    • Data capturing.
    • Capturing of overtime and short time registers and submission for payroll input. 
    • Arrange refreshments for guests, meetings etc.
    • Add new employees to clock-in system. 

    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.

    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.
    • Liaise with Procurement Department on orders.
    • 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.
    • 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 processes.
    • 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.

    KEY JOB 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. 

    Method of Application

    Interested and qualified? Go to H Systems (Pty) Ltd on hsystems.mcidirecthire.com to apply

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