Stores Supervisor (Port Elizabeth) at Mustek Limited

Job Purpose:

• To supervise Stores activities to ensure transfers of Stock, Stores operation, deliveries to customers and invoicing for the services.
• Responsible for the administration of all Regional Stores, including proper shelving arrangements and stock control, stock movement and cycle checks.
• Responsible for the ordering of parts, and for the return and administration of faulty stock, which includes warranty stock as well as out of warranty stock.
• Work to solve problems quickly, maintaining a friendly and professional attitude. Strive to provide customers with the best experience possible.

Responsibilities:

Crediting Stock

• Credit all stock received from Head Office on the company inhouse system.
• Cancellation of orders.
• Crediting of all customers returned stock.
• Return stripped components to Stores within 16 hours from a unit being credited.

Stores Operation

Managing the Stores ensuring all areas are functioning effectively and optimally. This includes, but is not limited to, the following areas of responsibility:

• Goods receiving
• Stock control (correct handling, shelving, and stock take)
• Ordering integrating (picking, order modification)
• Keep track of stock ageing to avoid expiring products and comply with FIFO (first in first out)
• Manage cycle checks, check for accuracy, and resolve any discrepancies.
• Prepare for annual stock take and assist ISO staff in managing annual stock take, resolving any discrepancies.
• Monitor all stock movement to internal locations to ensure control and efficiency.
• Oversee administration of stock transfers to other branches to ensure timely and effective execution.
• Ensure accurate and timely administration of returns.

Logistics

• Follow up on all orders placed ensuring that they are ready for delivery.
• Check that all bulk and urgent deliveries are arranged and completed on time.
• Ensure that all corporate deliveries are done and resolve any issues thereof.
• Assist the delivery clerk with the invoicing of deliveries for the next day.
• Assist the delivery clerk with local delivery arrangements when needed.
• Ensure that orders are booked out efficiently and effectively.
• Ensure that stock quantities are correct always.
• Ensure that stock returned is sent to credits.
• Follow up with internal issues and resolve problems or queries, responding to e-mail enquiries within 2 hours.
• Monitor employees to handle stock and equipment in the correct manner to prevent damage to products.

Stock Taking

• Ensure that stock sheets are updated with issues.
• Count stock and report variances between actual and system stock levels.

Service Stores

• Controlling stock with 100% accuracy.
• Checking all stock loaned to technicians weekly.
• Receive stock via internal transfers accurately.
• Book in returned stock daily.
• Update job cards with order details promptly.
• Following up on stock ordered for repairs to confirm if it was dispatched from head office.
• Manage spare parts stock.
• Administrate cycle checks and annual stock take.

Warranty Stock

• Return all customer stock to local suppliers.
• Order all parts on the same day as requested by the Technician.
• Return warranty stock to ASP timeously.
• Control DOAs and claims.
• Ensure proper tracking of and follow up of all submitted claims.

Operational Efficiency

• Maintain adequate controls to prevent stock loss through theft or damage.
• Monitor actions to ensure stock holding is kept to a minimum (i.e., ensuring staff follow up on orders not collected within 14 days.)
• Liaise with ISO staff regarding effective and adequate Stores processes, forms, and procedures.
• Complete monthly health and safety checklist.
• Update Demo, Credits, Genny Checklists, Technician Stock lists, Courier Incidents, and Incident spreadsheets.
• Oversee Branch infrastructure to ensure required maintenance is attended to timeously.
• Ensure compliance with relevant legal and other requirements, such as environmental, health, safety, and quality (ISO) standards.

Supervise employees

• Performance Management - Conduct 100% of staff on a bi-annual performance assessment liaising with management as necessary.
• Tasks and Responsibilities – Ensure all staff in department have up to date job descriptions, liaising with management as necessary.
• Skills - Ensure staff are skilled to carry out what is expected of them, recommend training, coach, develop. Observation, evaluation, and appraisals to be used as indication.
• Succession Planning – Ensure that a possible successor is identified and mentored as far as possible. If not at all possible, train and develop an employee reporting to you to be able to stand in for you as and when required.
• Ensure compliance with company policies and procedures.
• Ensure compliance with relevant legal and other requirements, such as environmental, health, safety, and quality standards.
• Monitor employees to keep the Stores clean and prevent damage or infestation of products.

Communication

• Inform management and other relevant parties timeously about warehousing and transportation activities.
• Inform Sales about stock requests and take appropriate action according to feedback.
• Inform Operations manager about ageing stock or other relevant matters regarding stock holding.
• Report problems to Operations Manager without delay to ensure necessary solutions are identified and implemented timeously.

Leadership

• Plan, select, develop, and maintain suitable manpower capabilities in Stores with the support of management.
• Develop, supervise, and maintain a motivated and high-performance team.
• Have fortnightly meetings with staff.
• Identify and timeously address functional related problems and opportunities.
• Provide direction in all matters regarding stock control.

Qualifications and Experience

• Matric
• Degree/diploma in Stock Control preferable
• Warehousing, logistics experience
• 2 years’ experience in a similar role
• Experience within the ICT Industry preferable

Skills and Knowledge

• Knowledge and understanding of warehousing and logistics
• Good computer literacy and the ability to handle electronic data
• Mustek processes and procedures.
• Health and safety
• Best storage practices to mitigate risk in terms of damage, loss of stock
• Correct handling to prevent damage.
• Good administrative skills
• Good written and verbal communication skills
• Ability to operate the necessary tools and equipment
• Ability to establish and maintain effective working relationships
• Good record keeping skills
• Ability to supervise and lead a team