Operations Administrator

Reference: DBN003325-KA-1

A leading company representing a range of eco-friendly brands in the South African market is looking for a dynamic and motivated Operations Administrator to join their team in Mount Edgecombe . The role will provide financial and order administration support, while coordinating domestic courier services to ensure smooth day-to-day operations. Duties & Responsibilities

Duties and Responsibilities: Bookkeeping Support:

• Complete credit applications with new suppliers and send to Bookkeeper for checking

• Process new customer credit applications, collate all relevant documentation, conduct

• reference checks and obtain sign-off from Bookkeeper and Director

• Capture new customer and supplier accounts on Sage

• Receive wholesale order packing slips from warehouse, check against SO and convert SO’s to invoices

• Check all online orders have been invoiced through Stock2Shop and raise invoices when necessary. Liaise with Bookkeeper on any missing invoices

• Update pricelists on Sage

• Receive and check all POD’s and invoices before handing to Bookkeeper for processing

• Support Admin Manager with any other Bookkeeping tasks as required

Sales Support

• Handle administrative aspects of the Customer Onboarding Process and liaise with Bookkeeper, Sales Director and Sales Consultant with regards to sending samples, etc.

• Maintain Store Record Card

Distribution Coordination

• Liaise with Customer Service Coordinator and warehouse and make relevant DC Bookings for wholesale orders

• Follow up on and track & trace all domestic shipments ensuring orders are delivered in terms of the SLA’s

• Follow up on and ensure receipt of Dis-Chem POD’s on day of delivery directly from the store’s Receiving Department

• Obtain all other POD’s as soon as possible and follow up on outstanding deliveries

• Maintain Lead Time report as required

• Follow up on all delivery queries as necessary and identify and lodge claims/queries

• Provide warehouse with support regarding courier performance and queries

Returns Coordination: Wholesale Returns:

• Liaise with Sales Consultant or Agency Rep regarding request for return.

• Obtain management approval for return

• Arrange documentation to be sent to us prior to return being collected by transporter

• Book collection

• Update Returns Schedule on Google Docs and keep warehouse informed

• Monitor shipment and ensure POD is received from warehouse

• Follow up with warehouse if GRV is not received with 24 hrs

• Reconcile GRV from warehouse to the customer’s return document (eg. Dis-Chem’s Goods Return Note)

• Ensure “Yellow Slip” is received from Dis-Chem Receiving Department (if applicable) when following up on POD/GRN on day of scheduled delivery to Dis-Chem store

• Follow laid down procedure with regards to “Yellow Slip” returns – i.e. Courier, Warehouse and Bookkeeper requirements

E-commerce Returns

• Work together with Customer Service Coordinator to arrange collection of online returns/exchanges

• Ensure customer is kept informed at all times regarding collection process

• Track and trace all returns and reconcile when stock arrives at the NPH office

• Keep Returns Schedule updated at all times

• Work with Customer Service Coordinator to check returns and arrange repackaging if necessary and/or prepare for weekly delivery to warehouse

• Reconcile credit notes passed for online returns/exchanges with warehouse GRV

General Administration

• Monitor stationery levels and prepare quotes for re-orders – send to Office Manager to action

• Monitor office supplies (tea/coffee/cleaning products) and compile list for Office Manager

• Ensure office and storage areas are kept neat and tidy

• Monitor stock levels and arrange reordering of:

• Online Boxes

• Packaging requirements

• Carton packing tape

• Growing cards

• General packing boxes

• Arrange stationery for the warehouse as necessary

• Ad hoc work as required

Requirements

• Matric

• Computer literacy – particularly MS Office packages (Excel essential)

• Experience with Sage Accounting software

• Ability to work under pressure & to deadlines

• Attention to detail

• Communication

• Customer Focus

• Teamwork

Should you not receive a response within 2 weeks, please consider your application unsuccessful. Please refer to our website,  www.talentedrecruitment.co.za  , where all our active vacancies are advertised.

IMPORTANT NOTICE By applying to this advert you hereby acknowledge that you have read and accept the following Protection of Personal Information ACT (POPIA) disclaimer: I hereby consent for Talented Recruitment to process my personal information as part of the recruitment process. Talented Recruitment shall take all reasonable measures to protect the personal information of applicants and for the purpose of this disclaimer “personal information” shall be defined as detailed in the Protection of Personal Information Act, Act 4 of 2013 (“POPIA”).