Administrator: Stores (Cape Town)

Job Purpose: The role involves verifying the accuracy and condition of stock received upon arrival from couriers, and taking necessary actions as required. This includes receiving, storing, and distributing goods to ensure that the Company and its customers have a consistent supply of necessary inventory. The position encompasses general logistics functions, such as accurately releasing stock to customers. At the front counter, the primary objective is to deliver outstanding customer service by warmly greeting customers and addressing their inquiries in a friendly, conversational tone. Effective communication with fellow staff members is essential, as is maintaining a professional demeanor, even when faced with challenges, such as an upset customer. Additionally, the role includes assisting customers with booking in items for repairs and coordinating the collection of repaired goods. The aim is to ensure customers have the best possible experience and to resolve issues promptly.

Responsibilities:

Goods Receiving

• Inspect all packages upon delivery and sign waybills if there is visible damage to the boxes received from couriers.
• Help document visible damage with photographs and report it to the couriers and Supervisor.
• Scan stock from local vendors into the Mustek system.

Goods Processing

• Oversee the daily movement and storage of inventory, ensuring 100% accuracy at all times.
• Pick, pack, and distribute orders accurately, efficiently, and punctually; personally deliver to Dispatch if customers are waiting.
• Handle all stock safely to guarantee 0% damage. This involves adhering to established height restrictions during packing, loading trolleys safely, and correctly handling items with circuits (never directly touching copper components with fingers).
• Ensure proper shelving organization with accurate item codes displayed.
• Assist with internal inquiries.
• Safely use pallet jacks and trolleys, packing them appropriately to prevent stock from toppling if bumped.
• Receive, store, and issue goods as per orders.
• Verify received goods against orders placed with suppliers.
• Confirm that the correct quantity and quality are received.

Operational Duties

• Assume responsibility for Stores operations in the absence of the Supervisor or when they are out of the office.
• Prepare for stock receipt by printing orders based on the courier manifest.
• Credit all stock received from Head Office in the Mustek system.
• Weekly contact all customers regarding uncollected stock and cancel orders as necessary.
• Support sales staff with inquiries about the status of deliveries or collections, always communicating effectively and professionally.

Stock Taking

• Ensure stock sheets are kept up to date.
• Perform stock counts.
• Conduct cycle checks and submit completed count sheets to the Supervisor.

Logistics (Internal Movement of Stock)

• Efficiently and accurately verify all stock received in the Stores Department.
• Assist with unloading courier deliveries, checking all boxes for damage, and endorsing the waybill accordingly.
• Shelve stock accurately in the designated locations for collection or delivery.
• Complete the checking and shelving of stock within two hours of receipt.
• Ensure all stock is handled safely to prevent any potential damage.
• Prepare goods for couriers and record the waybill information in time for the daily collection.

Front Counter Service

• Maintain a professional, courteous, and friendly demeanor with visitors/customers at all times.
• Present a professional appearance by ensuring proper attire.
• Welcome customers entering the building and respond to their inquiries in a friendly, conversational manner, directing them to the appropriate department or area.
• Remain vigilant and take appropriate action regarding any suspicious behavior from visitors (e.g., alerting Supervisors/Management for assistance).
• Ensure the correct order is handed to the appropriate customer by verifying details on the Mustek system and confirming the customer’s identity.
• Ensure customers receive the correct and complete order upon collection by checking items together.
• Strive to provide the best possible customer experience and resolve issues promptly, maintaining professionalism even in challenging situations, such as dealing with upset customers.
• Verify goods with customers upon collection to ensure the accurate and complete order is handed over.

Driver Duties

• Verify all stock against invoices/PODs for accuracy in order and quantity while loading vehicles for delivery.
• Handle stock correctly to prevent any damage to inventory and personal injury.
• Deliver all items in a timely and professional manner.
• Ensure the correct order and quantity are always delivered to the right client.
• Immediately communicate any delays or issues that arise during transit to the Logistics Supervisor and adjust plans according to their instructions.
• Drive safely, adhering to traffic regulations to avoid speeding fines or other violations.
• Maintain a professional and courteous attitude on the road at all times.
• Keep the vehicle clean and presentable at all times.
• Ensure the vehicle is checked at least once a week (or whenever another employee has driven it) according to the vehicle checklist and report any concerns or mechanical issues immediately.
• Report any accidents or damage to vehicles without delay.

Booking and Collection of Repairs

• Accurately complete all fields on the booking page (fault description, contact information, and condition of unit) along with the notebook checklist and general checklist.
• Conduct warranty checks immediately upon booking in all units brought for repair.
• Contact customers via phone or email to arrange for stock collection and update Epicor accordingly.
• Return repaired goods to the correct customer upon collection with 100% accuracy.
• Escalate unresolved customer queries and complaints to the Supervisor within one hour.
• Maintain effective tracking of uncollected repairs.
• Follow up with customers weekly regarding all outstanding collections.
• Provide weekly reports on actions taken regarding uncollected repairs.
• Ensure that all opened stock items returned for credit are checked by a technician before being credited.
• Promptly escalate any problems or concerns to Supervisors or Management to facilitate timely resolution.

Housekeeping

• Contribute to the enhancement of a safe working environment in the work area.
• Keep the Stores area tidy and clean.

Qualification and Experience:

• Matric
• A minimum of 1 year of relevant experience in warehouse/stores/clerical/dispatch/stock control within the ICT sector.

Skills and Knowledge:

• Basic mathematical principles
• Stock-taking procedures
• Health and safety regulations
• Best storage practices to reduce risk of damage or loss of stock
• Inventory management
• Correct handling to prevent damage
• Appropriate packing and shelving techniques
• Basic understanding of general administrative processes
• Strong knowledge of stock control requirements
• Familiarity with facility layout
• Excellent understanding of applicable Mustek systems, processes, and procedures
• Proficient use of systems and information technology
• Strong organizational skills
• Effective use of information technology
• Good time management abilities
• Strong interpersonal skills
• Proficient oral and written communication skills