Latest Openings at H Systems (Pty) Ltd

JOB PURPOSE

The core purpose of the role is to sell stock to customers and to ensure the efficient and timeous processing of customer orders, whilst ensuring that sales and GP targets are achieved. 

KEY PERFORMANCE AREAS

• Sales
• Customer Service
• Administration and Reporting
• SHEQ Integrated Management System control
• Business Continuity 

MAIN RESPONSIBILITIES 

Sales

• Ensure sales and GP targets are met.
• Sell stock to customers.
• Source stock internally to complete customer orders.
• Maintain a clean back-order report.
• Follow up on back orders to ensure client obtains their stock timeously.
• Arrange timeous delivery of products with internal or external transport providers.
• Source sales opportunities through inbound lead follow-up, telesales, outbound cold calls, and emails.
• Manage and maintain pricing in line with the company pricing policy.
• Analyse customers’ sales history on system and identify sales opportunities.
• Grow existing customer- and new customer base as per targets set.

Customer Service

• Always maintain a high level of customer service standards with internal and external customers.
• Ensure accurate and timeous communication with Internal customers (Debtors, Procurement, other branches)
• Resolve customer queries timeously.
• Provide daily feedback to customers on back orders and out-of-stocks.
• Communication of customer credits to operations to ensure timeous collection. 
• Communicate to customers as required:

1. Pricelists
2. Discontinuation of stock
3. Promotional stock
4. General notifications

Administration and Reporting

• Prepare quotes, sales orders, and invoices timeously and accurately.
• Ensure the efficient and timeous processing of customer orders.
• Advising stock availability to customers.  
• Arranging stock from other branches / procurement if insufficient stock is available. 
• Communicate pipeline orders or “out of the ordinary” purchases to Branch Manager and Procurement. 
• Ensure accurate payment is received from COD customers as per COD procedure before stock is released.
• Facilitate credit card/EFT or cash payments. 
• Ensure data systems are accurate and always updated.
• Ensure customer information is accurate on system.

Review credit limits and request payments as required and communication to Debtors department. 

• Credit applications. 
• COD applications.

SHEQ Integrated Management System control

• Ensure adherence to the OHS Act.

1. Take reasonable care for the health and safety of themselves of other persons.
2. Co-operate with the employer to enable prescribed duties or requirements to be complied with.
3. Carry out any lawful order given and obey the health and safety rules and procedures.
4. Report any unsafe or unhealthy situation to the employer.
5. Report any incident to the employer.
6. Comply with health and safety plans

• Ensure the sales office maintains and complies with standards of health and safety, and hygiene always.

Business Continuity

• Responsible to comply with the SHEQ Integrated Management System (SHEQ-IMS) and the maintenance thereof.

KEY JOB REQUIREMENTS 

QUALIFICATIONS

• Grade 12 with at least 1 or 2 additional short course certifications. 

EXPERIENCE

• Relevant experience in a similar position.
• 3 years’ experience in a sales environment.

SKILL REQUIREMENT AND KNOWLEDGE

• Computer literacy with Proficiency in MS Excel at a basic level.
• Proficient in SAGE / Pastel Evolution, or similar, at an intermediate level.
• A thorough practical knowledge of best practices in sales processes.
• Awareness and understanding of the ISO 9001, ISO 45001, ISO 50001, ISO 14001 Requirements relevant to the processes under your control

COMPETENCIES

• Excellent organizational skills and attention to detail
• Strong analytical and problem-solving skills.
• Excellent interpersonal and customer service skills.
• Ability to work diligently in a pressurized and fast-paced environment. 

REQUIREMENTS AS AN ADDED BENEFIT

• Experience in the aluminium profiles, -systems and –accessories environment or similar.
• Diploma in Business Administration, Sales Management or similar.

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JOB PURPOSE

• The core purpose of the role is the responsibility for all operations of the warehouse, including picking, packing, stock control and supervising operations.

KEY PERFORMANCE AREAS

• Warehouse Control
• Stock Control
• Distribution Control
• Receiving Control
• Administration
• SHEQ Integrated Management System control
• Business Continuity 

MAIN RESPONSIBILITIES 

Warehouse Control

• Strategically control the warehouse in conjunction with the company’s policies and strategic objectives.
• Control receiving, picking, packing and distribution processes effectively.
• Control day-to-day operations of the warehouse to achieve Departmental objectives and targets.
• Cost management of all warehouse activities.

Stock Control

• Ensure stock control and reconcile with data storage system.
• Stock reflecting on SAGE must be in saleable condition.
• Management of all non-stock items (in-and out).
• Oversee, complete, and ensure stock takes are conducted and system deviations are inspected, as required.
• Ensure all stock discrepancies that are reported as Non-Conformances due to threshold violations are investigated accordingly.
• Control and minimize scrap and ensure authorisation before any items are scrapped.
• Ensure silicone is discarded according to environmental legislation.
• Ensure Touch up is discarded according to environmental legislation.
• Setup warehouse layout and ensure efficient space utilization.

1. Ensure all stock items are allocated to bins.
2. Ensure all bins are labelled correctly.

• Ensure all stock is packaged according to company procedures.

1. All stock in bins to be neatly wrapped to prevent damages. 

Distribution Control

• Control logistics function, ensuring all orders are dispatched timeously, including:

1. Manage freight forwarders and ensure timeous collection from couriers.
2. Route planning.

• Control dispatch quality, delivery times, transport costs and efficiency.
• Ensure dispatch accuracy as per Invoice, on time and in full, as per Dispatch Procedures.
• Ensure IBTR’s (Inter-Branch Transfers) are completed as per company procedures.
• Ensure adequate staffing requirements.
• Check and verify shipping records, manage queries on shipping shortages or overages timeously.
• Ensure uptime of fleet to deliver on customer service requirements, including:

1. Preventative/ad hoc maintenance and readiness for unplanned downtime.
2. Ensure all vehicles are serviced as per service schedules.
3. Ensure all vehicle inspections are completed weekly as per company procedures.

• Ensure all drivers comply with the Road Traffic Act and/ Or AARTO that the delivery fleet is compliant with any associated regulations and/or other legal requirements.

Receiving Control

• Ensure all deliveries are received, checked, and confirmed correctly and timeously.
• Ensure stock received via containers are correct and meets company quality standards.
• Ensure adequate staffing requirements. 
• Ensure all stock are packed into correct bins as per company procedures.
• All stock in bins to be neatly wrapped to prevent damages.

Administration

• Produce reports and statistics monthly.
• Manage temporary labourers’ costs and staffing, within company guidelines. 

Quality Control

• Ensure all packaging meets company standards and comply with quality plans.
• Ensure documented quality checks is completed on each shipment and review accordingly. 
• Raise any quality related Non-Conformances. 

SHEQ Integrated Management System control

• Ensure adherence to the OHS Act.

1. Take reasonable care for the health and safety of themselves of other persons.
2. Co-operate with the employer to enable prescribed duties or requirements to be complied with.
3. Carry out any lawful order given and obey the health and safety rules and procedures.
4. Report any unsafe or unhealthy situation to the employer.
5. Report any incident to the employer.
6. Comply with health and safety plans

• Ensure the warehouse maintains and complies with standards of health and safety, and hygiene always.
• Ensure general maintenance of site and arrange suppliers as required.
• Ensure the warehouse always maintains standards of housekeeping.
• Order PPE according to company procedures.
• Always maintain a high level of customer service levels standards.