- 1. Financial Management
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- In liaison with the Operational Director, draft annual budgets (including sales, expense and profit forecasts) are prepared and submitted on or before the stipulated deadline
- Quarterly projections and strategies are compiled and submitted in accordance with stipulated criteria on or before the required deadline
- Monitors daily and progressive sales figures and gross profit trends against all store budgets and takes corrective action where applicable
- Shrinkage levels are in line with shrinkage schedule
- Expenses are in line with budgets and/or meet stipulated turnover/expense ratios
- Constantly examines and reviews the labour and operating costs of the warehouse and corrects out of line situations
- Stock holding in line with company policy
- Efficient and ongoing control is exercised over debt collection and appropriate and speedy action is taken to rectify identified problems
- Efficient and ongoing control is exercised over cash expenses and banking procedures
- Insurance claim documents (where applicable) are processed timeously for break-ins, vehicle accidents, armed robberies and damage to property
- Conceptualisation
- Calculations
- Insight
- Problem solving
- Listening
- Self-motivation
- Time management
- Excellence orientation
- Feedback
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- 2. Housekeeping
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- Warehouse complies with the housekeeping standards of the company in terms of neatness and tidiness, cleanliness of shelves, offices and floors, as well as checkout and store room housekeeping
- Visual attention skills
- Excellence orientation
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- 3. Asset Management (Stock)
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- Efficient stock control is exercised and stock holdings are in accordance with Company standards
- Identified problems are acted upon timeously
- Warehouse purchase through Company appointed preferred suppliers
- Stock levels of loan items and stock are in line with company policy and known value item lines are always in stock. Corrective action is taken if necessary
- All stock is received and checked as per Company policy
- All stock is dispatched / checked out as per Company policy
- Checks that no expired merchandise is in the Warehouse
- All overstock situations are dealt with timeously. Overstock lists are completed and circulated before the stipulated deadline
- Slow movement and redundant stock reports are analysed and acted upon timeously
- Ullages are controlled and signed off in line with company policy and procedures
- Ensures that daily stock takes take place in all allocated stores
- Ensures that month end stock take is planned and takes place in accordance with the stock take policy of the company
- Stock variances are controlled and investigated. Recommendations and action plans are submitted to the Operations Director
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- Conceptualisation
- Calculations
- Insight
- Problem solving
- Self-motivation
- Time management
- Excellence orientation
- Visual attention
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- 4. Asset Management (Cash)
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- Ensures that Warehouse float correspond at all times with the original float issued to the Warehouse
- All cash handling transactions are conducted in accordance with company policy (cash, debit card, credit card)
- Tele-Sales spot checks carried out according to the company policy and procedures
- Corrective action taken against employees in breach of cash handling procedures
- Ensure compliance to all COD and Cheque policies and procedures
- Calculations
- Conceptualisation
- Visual attention skills
- Problem solving
- Self-Motivation
- Excellence Orientation
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- 5. Asset Management (Vehicles)
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- Ensures that vehicles are properly maintained and used in accordance with company policy
- Maintenance costs of vehicles are authorised in accordance with company policy
- Weekly audits on petrol expenses are carried out in line with company procedure
- Ensures that regular vehicle services are maintained
- Unauthorised usage of vehicles are monitored
- Motivates the buying of new vehicles and selling off of old and redundant vehicles
- Calculation skills
- Mental alertness
- Visual attention skills
- Memory
- Insight
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- 6. Safety and Security
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- Alarm/armed response company informed of personal contact details at all times
- Off-duty security call outs are responded to immediately
- Constantly evaluates store security and further ensures that prevention measures are taken in problem areas
- Examines burglar alarm activity reports on a regular basis, including investigations into illegal openings
- Retain in a safe place an up to date set of duplicate keys for the warehouse
- Ensures that the hand-over of warehouse between management takes place in accordance with company policy
- Visual attention
- Problem solving
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- 7. Management of Human Resources (Subordinates)
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- HR related policies and procedures are in place and complied with at the warehouse
- New appointments at warehouse meet the requirement of the job specification. Proficiency assessments are completed.
- Ensures that all appointment documentation for all staff is completed and submitted to the HR department timeously
- Performance is monitored and reviewed on a six monthly basis
- Responsible for motivating all staff promotions and transfers within warehouse in consultation with the Operational Director
- Training or development needs of all subordinates are identified, planned for and implemented in conjunction with the training department, including Induction
- In-store training sessions are attended on a regular basis
- Ensures timeous flow of all leave documentation to the HR department
- Motivates salary increases for approval by Operational Director
- Structures the working hours and approves all time off for direct reports in line with company policy and procedure
- Responsible for the correct manning levels of casual and permanent staff within the Warehouse
- Discipline is maintained
- Disciplinary enquiries are conducted according to company procedures.
- Attends and represents the company in industrial relation situations (CCMA, union meetings, retrenchment negotiations)
- Effective communication is practiced
- Subordinates report harmonious relationships
- Holds regular management meetings with all direct reports to discuss shrinkage controls, sales improvement, expense controls, merchandising, housekeeping and store performances
- Conceptualisation
- Listening skills
- Problem Solving
- Self-Motivation
- Time Management
- Excellence Orientation
- Feedback
- Conflict Resolution: Negotiation
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- 8. Marketing and Business Development
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- Reports back on sales generated by adverts before the required deadline date
- Ensures all advertised products are honoured in terms of availability, pricing and displays
- Motivates new product listings to Operational Director
- Controls the listing and de-listing of existing products on the store master file
- Provides input into product selection and pricing for products on monthly cycles
- Company commitments are honoured in terms of promotional displays/deals
- Ensures that all advertising cycle activities are actioned according to the advertising cycle list
- Constantly recommends and monitors changes to store mark-up structures in line with opposition activities
- Recommends pitch pricing in warehouse
- Is aware of all opposition activities such as promotions, deals, etc.
- Canvasses for new business on a regular basis with the Operational Director
- Ensures a good relationship between the company and suppliers with the primary aim of securing discounts and marketing contributions
- Meets with respective suppliers at least one every two months in order to assess the performance of the region
- Conceptualisation
- Self-Motivation
- Customer Orientation
- Negotiation
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- 9. Administration
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- Stipulated financial reporting and administration is compiled and submitted by the stipulated deadlines
- All amendments to policies and procedures are circulated to all employees within the warehouse
- Payroll and human resource reporting and administration is compiled and submitted to assigned HR coordinator by stipulated deadlines
- All legal documentation, official correspondence and labour correspondence is forwarded to the Operations Director immediately
- Review and check invoices, quotes, debtors and C.O.D.
- Conceptualisation
- Calculations
- Self-motivation
- Time management
- Excellence orientation
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- 10. Customer Service
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- Ensures that all staff are dressed in accordance with the company uniform policy
- Colleagues and customers are treated in a polite and helpful manner at all times
- Monitors and reacts timeously to customer complaints and requests
- Referred customer queries and complaints are personally dealt with
- Ensures all standards regarding to customer service is rigidly maintained
- Communication with external customers, representing the Company to customers, the public and other external sources. This information can be exchanged in person, in writing, by telephone or e-mail.
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- Socialization
- Flexibility
- Linguistic proficiency
- Listening skills
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- 11. Merchandising
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- Warehouse is merchandised in accordance with company policy
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- Assembling skills
- Hand-eye coordination
- Visual attention skills
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- 12. Self-Management
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- All work is carried out in an organised and efficient manner and within the allocated time frame
- Ensures that the day to day controls of the warehouse under his/her control is in accordance with company policy and procedure
- Ensures that the warehouse under his/her control complies with all legislative terms and conditions
- To carry out any other reasonable request by a senior person and any other job function or task of a lower level if and when required
- Conceptualisation
- Self-motivation
- Time management
- Feedback
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