Office Administrator_Sasolburg

SUMMARY:
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POSITION INFO:

GENERAL

• Manage, train and develop all warehouse staff
• Manage and monitor all road deliveries
• Develop training procedures and plans for warehouse staff
• Oversee and monitor the general maintenance and cleanliness of internal and external warehouse environment
• Promote a clean and safe workplace environment for all warehouse staff
• Maintain consistency in attendance and punctuality of all warehouse staff members
• Adhere to all lawful and reasonable instructions given to you by Management
• Build team spirit and increase team motivation within the warehouse

INTERNAL SALES

• Manage and respond to all enquiries received from clients
• Record and report to Management on all enquiries received, as well as the status of same enquires
• Review all quotes to enhance accuracy at the highest standard and to ensure that same is in the correct company formats
• Follow-up on all quotes issued and the status of same quotes

PRODUCT KNOWLEDGE

• Maintain in-depth knowledge of the company's products/services, including features, benefits, and pricing
• Stay updated on market trends and competitor activities to provide informed recommendations to customers.

4. BACK-END SALES
   • Complete all back-end enquiries daily.
   • Follow-up with clients that they received their quotes
   • Record and report to Management on all enquiries received, as well as the status of same
   • Follow-up on all quotes issued and the status of same quotes

5. ADMINISTRATION

• Receive and review stock and ensure all components received are correct and with no defects from the suppliers as per delivery notes.
• Develop processes to promote the orderly storing of stock in a systematic manner.
• Conduct weekly stock take and report on the outcome of the weekly stock take to management.
• Review consumable stock prior to the scheduled installations to ensure the correct quantity is available for each installation.
• Receive and review daily delivery notes and issue same delivery notes to the installation teams.
• Review the packed stock in accordance with the delivery note prior to the scheduled delivery.
• Submit the delivery note to the installation supervisor for sign-off after the packed and loaded stock has been checked.
• Develop a checklist to be utilised during scheduled installations listing all the equipment required for same installation.
• Train the installation team on the above-mentioned checklist to mark all the equipment used during the installation and the equipment brought back to the office after the scheduled installation.
• Receive signed delivery note back from Installation supervisor, check and record all spare parts and consumables.
• Follow-up with client telephonically within 24 hours of installation to requesting feedback from client in respect of their satisfaction with the installation.
• Record all expense slips and fuel usage

6. DIRECTOR SUPPORT:

• Manage and coordinate directors' calendars, appointments, and meetings.
• Handle correspondence, emails, and phone calls on behalf of directors.
• Prepare reports, presentations, and documents as required.
• Maintain records, files, and confidential documents.
• Coordinate travel arrangements, visas, and accommodation for business trips.

7. COMPANY ASSETS

• Maintain register of company vehicle, tools, heavy equipment
• Inspect tools on daily, weekly basis and repot any discrepancies
• Report any losses and damages immediately to management

8. REPORTING
   • Reporting will be conducted on the following basses:
   • Weekly back-end sales reports on all enquiries and status thereof.
   • Weekly stock take reports.
   • Weekly operational reports on tools, equipment and delivery vehicles.
   • Monthly reports on staff attendance.
   • Develop and document all new processes implemented.

Report to Directors any discrepancies and non-performance matters.