PURPOSE OF THE JOB:The effective and accurate administration of the Parts department in a Branch to ensure efficiency of department.DUTIES AND RESPONSIBILITIES OF THE JOB:Receiving Administration
Receive delivery notes
Gather JD and other suppliers’ invoices electronically for receiving process
Link invoices with delivery notes and Equip orders
Capture invoice on system
Verify accuracy of receiving information on the system
Obtain authorization for claims
Create claims for shortages and overages
Follow up on outstanding claims and orders
Keep filing up to date
Report back on actions taken to Manager
Assist with ad hoc receiving duties as and when required
Reports AdministrationDaily: * Generate reports from system (Credit notes, Outstanding picking slips, outstanding
customer orders, outstanding quotations, quantity reports, outstanding inter branch transfers, lost sales)
Forward reports to relevant parties for further action
Verify information on credit report with source documents
Follow up on outstanding documents / information
Forward to management for authorization
File completed documents
Weekly: * Generate reports from system (outstanding claims, shipping documents, outstanding purchase order, negative on hand report, BIN location report)
Forward reports to relevant parties for further actions
Follow up on outstanding documents / information
Forward to management for authorisation
File completed documents
Monthly: * Receive courier reports
Reconcile reports with source documents
Create order for payment
Obtain authorization
General Administration
Generate reports for stock taking
Assist in quarterly stock taking
Capture count sheets on system
Generate variance report
Forward report to relevant parties for further actions
Follow up on outstanding documents / information
Forward to management for authorization
Generate stock take update report
File completed documents
Order General office stationery
Capture VVA source documents on system
Administration of interdepartmental purchases
Filing of source documents
Capture employee transactions on behalf of employees on intranet
Administration and reconciliation of trip sheet and vehicle documentation
Dispatch administration
Handle general queries from customers and internal staff.
National Senior Certificate
At least 1 year with general office administration.
We are committed to transformation through the appointment of persons from designated groups and potential candidates from these groups will enjoy preference.
Kindly note that a consumer credit record will be requested in respect of all appointments which involve dealing with cash or finances.
Should you meet the above requirements and be of the opinion that you can make a contribution to the company, kindly register and apply on our Career Page at www.groupcareers.co.za .
Should we not have contacted you within six weeks of the closing date, you may assume that your application has been unsuccessful.
