Fresh Positions at Motus Aftermarket Parts

Specific Role Responsibilities    

• Perform general administrative functions at the relevant branch
• Relieve the cashier(s) in the front or the COD clerk when needed
• Answer telephones/switchboard duties
• Matching of Cash on Delivery invoices on the system each day
• Taking customer deposits, receipting these & ensuring that they are banked timeously according to company policy.
• Receiving cash for debtors account payments & ensuring that these are banked
• Timeously according to company policy and recorded timeously on the daily summary sheet input sheets.
• Writing up the Daily Summary Sheets accurately & timeously each day and ensuring that they are sent to Head Office on time
• Assisting with the payments of Sundry Creditors, including writing out cheques
• Assisting with the maintenance of the cash book and Managers Account, including straight forward postings.
• Performing month end accruals accurately & ensuring that they are sent up to Head Office timeously
• Petty Cash Function – maintaining & recording all petty cash transactions
• To keep afloat box & ensure that it is adequately stocked (were required)
• Pass credits as and when needed (where required)
• Print daily reports of outstanding CODs and follow up any discrepancies
• Do daily COD transfers from the bank statement
• Filing when necessary

Qualifications and Experience    

• Matric with Accounting & Mathematics 
• Good with numbers & calculations
• Advanced admin skills
• Debtors/Debtors/Cash book experience- Desirable

Skills and Personal Attributes    

• A quick learner who will be willing to speak up if there is a problem
• Proficiency in MS Excel and Word
• Organised, accurate and professional
• Must be willing to work in a team as well on your own
• An honest and trustworthy individual willing & able to work with large amounts of cash each day
• Able to work under pressure
• Clear ITC & Criminal record 
   

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Binning

• Ensure the binning of incoming merchandise and the replenishment of inventory from bulk to pick locations is performed as per standard operating procedures and requirements
• Ensure new products are allocated with bin location numbers in the correct warehouse area
• Ensure bins are updated and stock allocated to new bin locations are reported to you superior and updated
• Assist in replenishment functions
• Ensure all incoming goods are received and checked as per company standards

Picking

• Ensure picking of customer and branch orders are being picked timorously to meet order cut off times
• Ensure picking from bulk locations are only done as alternative bin when stock is depleted and not replenished in the picking phase or when picking bulk orders to prevent the breakage of pack sizes
• Carry out all reasonable and lawful instruction relating to work given to you by your superior
• Follow all relevant procedures to increase efficient customer satisfaction
• Assist in stock take procedures
• Ensure housekeeping is done daily
• Ensure double checks are done to maintain high levels of customer satisfaction and to prevent loss of inventory
• Ensure set standard operational targets are achieved consistently

 Scanner Control

• Issue scanners to all operators daily.
• Book out scanners on the electronic app.
• Receive scanners back from operators, inspect scanner for damage and book back into stock on the electronic app.
• Report any damage to the supervisor
• Complete the daily scanner issue spreadsheet

Qualifications and Experience    

• Grade 12, Literacy and Numeracy equivalent
• At least 3 Years in a warehouse and or logistics environment- Desirable
• Spares/Motor/Engine parts knowledge, warehouse systems and procedures

Skills and Personal Attributes    

• Must be efficient, accurate, focused and attention to detail
• Must have numeracy and literacy skills
• Self-motivated and willing to go the extra mile
• Must be a team player
• Physically fit
• Honest and show integrity

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Specific Role Responsibilities    

• The accurate and complete receipting of all cash, COD, and credit sales.
• The safeguarding of all cash and the daily banking of all proceeds received from customers. This includes ensuring that all daily receipts of cash, cheques, electronic transfers, and credit card payments are completely and accurately recorded and fully banked daily. All receipts, without exception must be banked on the next business day and must never be carried over to the following day.
• The supervision and maintenance of the branch creditor’s ledger that includes the checking and capturing of creditor invoices for accuracy and validity, the timeous authorization and approval of all creditor payments.
• Ensure that all sundry (non- trading stock) purchases are correctly authorized, are fully received and are timeously paid.
• The management of the branch debtor’s ledger. This includes the timeous receipt of customer payments, the accurate and timely updating of all debtor and COD accounts, the recovery of overdue amounts, the control of customer credit limits and the opening of new account, the appropriate issuing of letters of demand and handing over of outstanding debts to attorneys when appropriate. You must always be aware of the importance of maintaining cordial and professional relationships with the company’s customers
•  The immediate recording and follow up of all RD and unpaid cheques
•  Accounting for and safeguarding petty cash.
•  The consistent supervision, maintenance, and enforcement of all branch’s internal controls. It is the administrator’s responsibility to ensure that they are aware of and understands all the company’s standard internal control processes and ensures that the branch consistently and correctly applies these procedures in all areas of business including sales, warehousing, and distribution. All branches must be in possession of the company’s official internal control manual and the branch administrator and relevant staff must be familiar with and fully understand all the processes and controls described therein and must ensure that all required controls are adequately enforced at the branch.
•  Ensure that strict and appropriate divisions of duties between persons controlling and recording the company’s assets are maintained. You must give particular attention to ensuring the separation of duties between the receiving and the recording of all cash receipts and must ensure that controls are in place that ensure that the opportunity to roll cash takings are tightly controlled. 
•  The application of all head office accounting requirements including the achievement of group reporting deadlines.
• Building relationships with the branch accounting and administration team which will include training of your staff to ensure that they are adequately equipped to perform the functions expected of them.
•  Ensure that your team is adequately staffed to enable the branch to perform at the levels expected of them.
•  The ordering, recording, and safeguarding of all stationery including company cheques and invoices.
•  Maintain a professional working relationship with the local office of the Motor Vehicle Bargaining Council (MIBCO) while ensuring that all monthly staff contributions to MIBCO are paid timeously and accurately.
•  As a member of the branch management team, you will be expected to work closely with the branch manager and ensure that you fully support his efforts to maximize the branch’s performance.
•  Also expected to perform regular test checks on all internal control processes to ensure that they are operating optimally and will be asked to perform various ad hoc tasks, including investigations into breaches of controls when necessary.
•  Build an efficient and professional working relationship with Alert head office and ensuring that you investigate and resolve all queries timeously and professionally.
•  Continual review of branch general ledger accounts and monthly review of expenses and investigation of variances and unusual items.
•  Preparation of the branch annual budget and review of actual branch performance against budget.
•  Review and maintenance of all branch control accounts.
•  Calculation and preparation of all month end accrual journals.
• Various ad hoc investigations and accounting tasks.

Debtors Function

• Maintaining of debtors’ accounts to ensure that they are timeously and accurately updated
• Monitoring of movements in accounts and the investigation of all unusual items
• Reconciliation of Alert statements and debtor payments
• Accurately calculating settlement discount where applicable
• Matching payments correctly to Debtor’s account
• The raising and capturing of adjusting journals in debtor’s accounts
• Daily liaison with customers regarding outstanding payments or queries
• Timeous completing of Debtor Input Sheet and other documents needed for daily DSS
• Do timeous follow ups on all queries regarding debtors’ accounts

Qualifications and Experience    

• Matric with
• Financial Degree or currently studying in the financial field- Essential
• 5 years experience in a similar field
• Extensive and appropriate bookkeeping and administrative experience in a corporate environment that includes a branch or divisional network.
• A strong accounting background with a full grasp of all fundamental accounting concepts.
• Extensive working knowledge and hands on experience in all aspects of accounting and administrative including all accounting functions up to trial balance.
• A full understanding of the workings of all general ledger control accounts and the ability and experience to administer and reconcile them.
• Must have experience as a cashier, in debtors and creditros function.

Skills and Personal Attributes    

• A good understanding and working knowledge of both the debtors and creditors ledger.
• Extremely organized and disciplined approach to daily accounting tasks and administration
• The ability to supervise subordinates and to delegate tasks where necessary in order to ensure the achievement of tight monthly deadlines.
• Ability to liaise with banks and the confidence to resolve problems with banking staff.
• Comfortable with computerized ledgers and a solid working knowledge of Microsoft Excel and Word.
• Able to work under pressure
• Must be willing to work in a team as well on your own
• An honest and trustworthy individual willing & able to work with large amounts of cash each day
• Ability to liaise and work with admin staff in different branches around the country
• Clear ITC & Criminal

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Specific Role Responsibilities    

• Acts as the first point of contact with the customer, portraying professionalism and confidence that delivers the ultimate in customer service
• Achieve the sales target set by the Sales/Branch/Retail Manager
• Manage counter sales and ensure that optimal customer potential is achieved.
• Plan, forecast and report on sales potentials by customer.
• Report all competitor pricing and activities.
• Report all customer information regarding delivery, telesales, and account problems.
• Achieve revenue targets and ensuring that new business is generated by growing customer base and increasing market share in the geographical area of responsibility.
• Build and strengthen customer relationships.   
• Receive inbound customer sales inquiries
• Cold calling when necessary
• Provide quotations, product, and service information
• Provide support and pricing details in response to inbound enquiries

Qualifications and Experience    

• Matric
• Minimum of 2 years’ experience in a sales Spares/Motor/Engine environment- Essential 

Skills and Personal Attributes    

• Extensive experience in an automotive sales environment dealing with customer needs.
• Technical background- Desirable
• Proven track record
• In depth product knowledge
• Some business acumens, understanding the costs and breakeven scenarios of customer service delivery
• Should be able to carry out his/her responsibilities with little supervision
• Thorough knowledge of the geographical area of responsibility.
• Good planning and time management skills
• Be a good team player
• Negotiation skills
• Self-motivated
• Honest and show integrity
• Clear criminal record

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Position Overview    

• Managing a team within Creditors, to ensure effective payment to suppliers and avoiding non-delivery of goods and services due to overdue accounts.
• Attending specific correspondence or telephonic supplier enquiries by communicating and providing information and documentation for related queries.
• Ensure the processing of payments and reconciliations are completed accurately in accordance with laid down accounting procedures and practices.

Specific Role Responsibilities    

• Coordinates activities of subordinates to ensure that excellent service levels are met.
• Manage effective transaction processing in line with policy and processes.
• Payment runs first-level review and approval.
• Reconciliation approvals.
• Answering supplier and business queries in a timely manner
• Interaction with service departments with respect to orders, queries, documentation, and payments.
• Ensure that payment deadlines are adhered to.
• Detailed tax compliance knowledge related to accounts payable process.
• Ensuring that FICA compliance requirements are adhered to.
• Reconciliation and Reporting
• Generate reports for management on accounts payable activities, including ageing summaries.
• compliance and controls
• Propose and enforce internal controls to safeguard company assets and prevent fraud.
• Identify opportunities for process improvements and automation within the accounts payable function.
• Collaborate with cross-functional teams to streamline workflows and optimize efficiency.
• Ensure evaluation of current control environment, while working to update and implement policy efficiencies on an entity-wide basis.
• Carry out any other reasonable duties as assigned.
• Ensure vendor information is up to date in A/P module.
• Build, train, manage, maintain and an effective and independent team, to handle day-to-day responsibilities.
• Manage the Vendor age analysis.
• Assist creditors clerks within the team to improve overall performance.
• Responsible for compiling monthly team reports as required by management on time and in the right format.
• Release price/rate difference between invoices and orders on Team’s accounts. 
• Monitoring and recommending changes of own and staff vendor details and banking details etc. on vendor master data.
• Updating of Vendor Master Data
• Manage Team’s morale within the department and the company.
• Approve team leave in accordance with operational requirements.
• Provide support to Auditors during the audit process.
• Compile Succession Plan for Creditors team and develop staff to move up career ladder.

Qualifications and Experience    

• Grade 12- Essential
• Relevant certificate/diploma
• A Tertiary Qualification in Finance /Accounting would be advantageous.
• Basic accounting procedures
• Competent in MS Office, databases, and accounting software and an Advance Knowledge of MS Excel
• Excellent attention to detail and numerical ability
• Methodical, accurate and attention to detail

Skills and Personal Attributes    

• Aptitude for numbers
• Supplier orientated.
• Effective communicating techniques
• Previous experience of managing people
• Strong reconciliation skills
• Coaching and mentoring skills
• Communication skills
• Ability to consistently Set and meet deadlines.
• Able to prioritize and organize in a multi-tasked job.
• Meeting deadlines
• Hard working and be able to work in a stressful environment.
• Clear criminal checks

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Specific Role Responsibilities    

• The management of own portfolio of branches’ suppliers paid by Head Office
• Handling branch / supplier queries and requests
• Managing / checking / tracking of journals
• Follow-up of invoices / statements not received.
• Reconciling invoices, statements, and ERP System
• Proficiency in reconciliations
• All EFT’S have to be submitted to the supervisor 2 days before month end.
• Responsible for Vendor age analysis
• Valid reason/explanation to be provided for long outstanding items.
• Ensure Vendors are paid according to agreed terms and conditions to manage cash flow of company.
• Maintain and improve vendor and internal customer relations.
• Minimize and solve vendor and /or internal queries at lowest complex level.
• Liaison with Procurement departments within the Company and Admin people to solve GRIR issues.
• Check automatic reconciliation for manual matching.
• Assist with additional workload as well as rotation of allocated vendors when requested and/or required.
• Processing of EFT payments
• Solving queries across Business Units
• Interface with Debtors Department and Sales regarding deductions from supplier accounts relating to customers.
• Check that all invoices are accompanied by a statement and that balance brought forward is correct.
• Good understanding of foreign payments
• Forward proof of payments to suppliers when required.
• Verify B-BBEE status with vendors.
• Accurately capture company credit card transactions within the correct period
• Expense Claims
• Confirmation of intercompany Accounts
• Prepare budget.
• Processing of journals.
• Management of all payment cycle activities
• Verifying the correctness of all creditor-related documents sent to Head Office
• Ensure legal compliance of Tax invoices.
• Requesting Statements timeously
• Authorisation & payment of invoices
• Vendor application process
• Identification of errors and unusual items
• Processing of new supplier accounts
• Administration of branch supplier contracts
• Knowledge of local and foreign supplier

Qualifications and Experience    

• Grade 12- Essential
• Relevant certificate/diploma
• A Tertiary Qualification in Finance /Accounting would be advantageous.
• Minimum of 3 years’ experience in a similar role
• Competent in MS Office, databases, and accounting software and an Advance Knowledge of MS Excel.
• Previous exposure to the creditors function is a requirement.

Skills and Personal Attributes    

• Ability to consistently meet deadlines.
• Ability to work independently and as part of a team.
• Accuracy and attention to detail
• Aptitude for numbers
• Well organized
• Supplier orientated.
• Effective communicating techniques
• Strong reconciliation skills
• Time-management
• Communication skills
• Clear criminal checks

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Specific Role Responsibilities    
Key Performance Indicators includes, but not limited to.

• Inspect the motorbike pre-departure and upon return.
• Hand inspection lists to the Dispatch Supervisor every Monday for sign-off before receiving a new list.
• Report any errors on the motorbike immediately; it cannot leave the premises until resolved.
• Check parcels with the supervisor before loading, adhering to the New Dispatch Loading procedure.
• Deliver parcels to customers along your designated route as per the route schedule and trip sheet.
• Ensure customer compliance with the POD procedure and follow the RFC procedure.
• Deliver all documents and collection slips assigned to your trip sheet, obtaining the POD.
• Sign trip sheets with the POD clerk and ensure all documents assigned to you are complete and returned the next day.
• You are responsible for outstanding trip sheets and liable for any claims on No POD queries.
• No stock transfers between customer locations.
• Maintain and clean the motorbike, reporting any issues immediately to the Dispatch Supervisor.
• Report any problems with deliveries or PODs to the Dispatch Supervisor.

Qualifications and Experience    

• Grade 12
• At least 3 years delivery experience
• Valid driver license, with PDP- Essential
• Good time management skills- Essential

Skills and Personal Attributes    

• Good communication skills
• Ability to work under pressure
• Must be honest and show integrity
• Sober habits