Jobs at H Systems (Pty) Ltd.

JOB PURPOSE

• The purpose of the role is to control the company's accounts payable processes and ensuring timely and accurate payment of all outstanding invoices and financial obligations.
• The position will be required to collect and maintain accurate financial records for the company, ensuring all financial transactions are properly recorded, tracked, and reported in accordance with accounting principles.

KEY PERFORMANCE AREAS

• Creditors Control.
• Financial Administration.
• SHEQ Integrated Management System control.

MAIN RESPONSIBILITIES

CREDITORS CONTROL

• Preparation if creditor reconciliations for the company and branches.
  ▪ Accurate recording and processing of all vendor invoices.
• Preparation of remittance advises in support of supplier payments.
  ▪ Review and verify invoices from suppliers for accuracy and completeness, ensuring that the goods or services have been received and that the invoice amount is accurate.
• Resolve discrepancies or issues with invoices, working closely with vendors and internal departments, to resolve disputes and ensure timely payment.
• Develop and maintain strong relationships with vendors, serving as a point of contact for payment-related inquiries.

FINANCIAL ADMINISTRATION

• Maintain accurate accounting records.
• Accurately and timeously process company petty cash to meet reporting deadlines.
• Reconciliation of garage and credit cards monthly.
• Accurately and timeously process company bank statements daily.
• Assist with filing off all documents monthly for the finance department.
• Accurate capturing of monthly expenses via the ERP.
• Assist with bank / supplier forms and applications in line with the vendor approval.
• Reconciliation of income statement accounts.
• Assistance in the finance department with external audits, including SARS.

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.
• Ensure the Finance Office maintains and complies with standards of health and safety, and hygiene always.
• 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.

REQUIREMENTS

KEY JOB REQUIREMENTS

QUALIFICATIONS

• Grade 12 or equivalent.
• Diploma in accounting, finance, or a related field.

 EXPERIENCE

• 2+ years’ experience in a in accounts payable or a similar finance position.

KNOWLEDGE REQUIREMENTS

• Computer literacy with Proficiency in MS Excel at an intermediate level.
• Proficient in SAGE / Pastel Evolution accounting software.
• Strong understanding of generally accepted accounting principles (GAAP)
• Solid understanding of fundamental accounting principles and concepts, including accrual accounting, general ledger, and financial statements.
• Awareness and understanding of the ISO Standard requirements relevant to the position.

SKILL REQUIREMENTS

• Meticulous attention to detail to ensure accuracy in financial record-keeping, invoice verification, and reconciliation processes.
• Ability to identify discrepancies, troubleshoot payment issues, and resolve conflicts promptly and efficiently
• Effective time management skills to prioritize tasks, meet deadlines, and handle multiple responsibilities in a fast-paced environment.
• Strong interpersonal and communication skills to effectively interact with vendors, internal stakeholders, and cross-functional teams, resolving issues, and maintaining positive relationships.

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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. 

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JOB PURPOSE
The core purpose of the role is to ensure the effective dispatch of goods according to company requirements.

KEY PERFORMANCE AREAS

• Distribution Control
• Administration
• SHEQ Integrated Management System control

MAIN RESPONSIBILITIES

Distribution Control

• Control logistics function, ensuring all orders are dispatched timeously, including:
• Manage freight forwarders and ensure timeous collection from couriers.
• Loading of Freight Forwarders Waybills.
• Pre alerting the Freight Forwarders controllers, and the necessary staff, of what waybills are leaving.
• Assisting with the tracing of waybills for Freight Forwarders.
• Route planning.
• Control dispatch quality, delivery times, transport costs and efficiency.
• Ensure all picking slips are attended to timeously.
• Prepare goods for dispatch.
• Monitor, count & inspect the dispatching of goods to ensure orders are dispatched accurately.
• Loading / offloading of vehicles.
• Ensure vehicles are pre-loaded for early deliveries.
• Ensure dispatch accuracy as per picking slip, on time and in full.
• Execute the most efficient and accurate loading and dispatching of all orders, as per picking slips.
• Ensure IBTR’s (Inter-Branch Transfers) are completed as per company procedures.
• Ensure clients who collect stock are assisted timeously and courteously and provided with accurate stock as per their order.
• Ensure uptime of fleet to deliver on customer service requirements, including:
• Preventative/ad hoc maintenance and readiness for unplanned downtime,
• Ensure all vehicles are serviced as per service schedules.
• AARTO that the delivery fleet is compliant with any associated regulations and/or other legal requirements.

Administration

• Always ensure effective dispatch administration:
• PODs submitted to Admin timeously.
• All dispatch paperwork is completed accurately.
• Communicate labour requirements to Line Manager in advance, to ensure planning for stringent dispatch requirements.

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.
• Ensure the dispatching area maintains and complies with standards of health and safety, and hygiene always.
• Always maintain a high level of customer service levels standards.
   

REQUIREMENTS

KEY JOB REQUIREMENTS

QUALIFICATIONS

• Grade 12 or equivalent.

EXPERIENCE

• 1 years’ experience in a similar position.
• 3 years’ experience in an operations / warehousing environment.

SKILL REQUIREMENT AND KNOWLEDGE

• A thorough practical knowledge of best practices in Operations processes.
• Awareness and understanding of the ISO 9001, ISO 45001, ISO 50001, ISO 14001 Requirements relevant to the processes under your control.

COMPETENCIES

• Excellent communication skills.
• Able to work punctual and be persistent.
• Excellent organizing skills.
• Excellent attention to detail.
• Deadline driven with a sense of urgency

REQUIREMENTS AS AN ADDED BENEFIT

• Experience in the aluminium profiles, -systems and –accessories environment or similar.
• Valid Code 8 drivers’ license.
• At least 1 or 2 additional short course certifications.
• Computer literacy.