Administrator: Stores (Port Elizabeth)

Job Purpose:
To verify the accuracy and condition of goods upon their arrival from couriers and to take necessary actions if discrepancies arise. This role involves receiving, storing, and distributing goods to guarantee an uninterrupted supply of required stock to both the Company and its customers. The individual will oversee general logistics functions, which include the proper release of stock to customers. At the front counter, the objective is to deliver exceptional customer service by warmly greeting customers and addressing their inquiries in a friendly and conversational manner. Effective communication with colleagues is essential, as is maintaining a professional demeanor even in challenging situations, such as dealing with an upset customer. The role also entails assisting customers with the booking of goods for repairs and the collection of repaired items. A commitment to providing the best possible customer experience and swiftly resolving issues is imperative.

Responsibilities:

Goods Receiving

• Inspect all packages during delivery and sign waybills if there is visible damage to the delivered boxes.
• Help document visible damage through photographs and report findings to the couriers and Supervisor.
• Input stock from local suppliers into the Mustek system.

Goods Processing

• Manage the daily movement and storage of stock while ensuring 100% accuracy at all times.
• Accurately pick, pack, and distribute orders efficiently and on schedule, personally delivering to Dispatch when customers are awaiting their items.
• Handle all stock safely to achieve 0% damage, adhering to specified height restrictions while packing, safely loading trolleys, and properly handling items with circuits (avoiding direct contact with copper parts).
• Maintain an effective and accurate shelving system with correct item codes clearly displayed.
• Assist with internal inquiries.
• Safely operate pallet jacks and trolleys, ensuring packing trolleys are arranged correctly to prevent damage due to stock toppling if the trolley bumps.
• Receive, store, and issue goods according to orders.
• Verify goods received 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 out of the office.
• Prepare for incoming stock by printing orders based on the courier manifest.
• Credit all stock received from Head Office in the Mustek system.
• Contact customers weekly regarding uncollected stock and cancel orders as needed.
• Support sales staff with inquiries related to delivery or collection progress, maintaining effective and professional communication at all times.

Stock Taking

• Ensure stock sheets are kept up to date.
• Conduct stock counts.
• Perform cycle check counts 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 offloading courier deliveries, checking all boxes for damage, and endorsing the waybill accordingly.
• Shelve stock accurately in designated locations for collection or delivery.
• Complete the verification and shelving of stock within two hours of receipt.
• Handle all stock in the safest possible manner to prevent any potential damage.
• Prepare goods for couriers and record waybill information timely for daily collection.

Front Counter Service

• Maintain a professional, courteous, and friendly demeanor with visitors/customers at all times.
• Present a professional appearance by being neatly dressed.
• Welcome customers entering the facility and respond to their inquiries in a friendly, conversational tone, directing them to the appropriate department or area.
• Remain vigilant and take appropriate measures regarding any suspicious behavior from visitors (e.g., notifying Supervisors/Management for assistance).
• Ensure the accurate handover of orders to customers by verifying their identity against the Mustek system.
• Confirm that customers receive the complete and correct order upon collection, checking items together.
• Strive to offer the best customer experience possible and work swiftly to resolve issues while maintaining professionalism, even when faced with challenges, such as dealing with an irate customer.
• Verify goods with the customer at the time of collection to ensure the correct and complete order is provided.

Driver Duties

• Verify all stock against invoices/PODs for accuracy in order and quantity when loading vehicles for delivery.
• Handle stock appropriately to prevent damage and personal injuries.
• Deliver all items promptly and professionally.
• Ensure the correct order and quantity is delivered to the right client at all times.
• Immediately communicate any delays or issues encountered during delivery to the Logistics Supervisor and adjust plans per instructions.
• Drive safely, adhering to speed limits and other traffic regulations at all times.
• Maintain a professional and courteous demeanor on the road consistently.
• Keep the vehicle in a clean and presentable condition at all times.
• Conduct a vehicle check 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 details, and unit condition) with 100% precision, including the notebook checklist and general checklist.
• Conduct warranty checks promptly during the booking process for all units submitted for repair.
• Contact customers via phone or email to arrange for stock collection and update Epicor accordingly.
• Return repaired items to the correct customers upon collection with 100% accuracy.
• Escalate unresolved customer inquiries and complaints to the Supervisor within one hour.
• Maintain effective tracking of uncollected repairs.
• Follow up with customers regarding outstanding collections weekly.
• Report actions taken on uncollected repairs weekly.
• Ensure that all opened stock items returned for credit are examined by a technician before processing the credit.
• Promptly escalate problems or concerns to Supervisors or Management to facilitate timely solutions.

Housekeeping

• Contribute to enhancing a safe work environment within 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 principles of mathematics
• Stocktaking
• Health and safety protocols
• Best practices for storage to reduce risks of damage and loss
• Inventory management
• Proper handling techniques to prevent damage
• Correct packing and shelving methods
• Basic understanding of general administrative processes
• Solid knowledge of stock control requirements
• Familiarity with facility layout
• Excellent understanding of Mustek systems, processes, and procedures
• Proficiency in utilizing systems and information technology
• Strong organizational skills
• Effective use of information technology
• Good time management abilities
• Strong interpersonal skills
• Proficient verbal and written communication skills