Stores Supervisor (Port Elizabeth)

Job Purpose:
To oversee Stores operations to guarantee the transfer of stock, the effectiveness of store functions, timely deliveries to customers, and accurate invoicing for services. Accountable for the management of all Regional Stores, which includes appropriate shelving configurations, stock control, stock movement, and conducting cycle checks. Responsible for ordering parts, as well as for the return and management of defective stock, encompassing both warranty and out-of-warranty items. Aim to resolve issues promptly while maintaining a courteous and professional demeanor. Strive to deliver an exceptional customer experience.

Responsibilities:

Crediting Stock

• Process credits for all stock received from Head Office using the company’s internal system.
• Cancel orders as required.
• Credit all stock returns from customers.
• Ensure that stripped components are returned to Stores within 16 hours of a unit being credited.

Stores Operation

• Oversee the Stores to ensure all areas are operating effectively and efficiently. This includes, but is not limited to, the following responsibilities:
  • Goods receiving
  • Stock control (proper handling, shelving, and inventory checks)
  • Ordering integration (picking, modifying orders)
• Monitor stock aging to prevent product expiration and adhere to FIFO (first in, first out) practices.
• Manage cycle checks, verify accuracy, and address any discrepancies.
• Prepare for the annual stock take and assist ISO staff in managing it, resolving any inconsistencies.
• Supervise all stock movements to internal locations to ensure control and efficiency.
• Oversee the administration of stock transfers to other branches for timely and effective execution.
• Ensure accurate and prompt administration of returns.

Logistics

• Follow up on all placed orders to confirm they are ready for delivery.
• Verify that all bulk and urgent deliveries are scheduled and completed punctually.
• Ensure that all corporate deliveries are executed and address any associated issues.
• Assist the delivery clerk with invoicing for the next day’s deliveries.
• Help the delivery clerk coordinate local delivery arrangements as necessary.
• Ensure that orders are processed efficiently and effectively.
• Confirm that stock quantities are always accurate.
• Ensure that returned stock is sent for credit processing.
• Address internal issues and resolve problems or inquiries, responding to email queries within two hours.
• Monitor staff to ensure proper handling of stock and equipment to prevent product damage.

Stock Taking

• Ensure stock sheets are updated with any discrepancies.
• Count stock and report any variances between actual and system stock levels.

Service Stores

• Maintain stock control with 100% accuracy.
• Check all stock loaned to technicians on a weekly basis.
• Accurately receive stock through internal transfers.
• Process returned stock daily.
• Promptly update job cards with order details.
• Follow up on ordered stock for repairs to verify dispatch from Head Office.
• Manage spare parts inventory.
• Administer cycle checks and the annual stock take.

Warranty Stock

• Return all customer stock to local suppliers.
• Order all parts on the same day they are requested by the Technician.
• Timely return warranty stock to ASP.
• Manage DOAs and claims.
• Ensure proper tracking and follow-up on all submitted claims.

Operational Efficiency

• Establish adequate controls to prevent stock loss due to theft or damage.
• Monitor processes to ensure stock levels are kept to a minimum (i.e., ensuring staff follow up on uncollected orders within 14 days).
• Collaborate with ISO staff to enhance Stores processes, forms, and procedures.
• Complete the monthly health and safety checklist.
• Update Demo, Credits, Genny Checklists, Technician Stock lists, Courier Incidents, and Incident spreadsheets.
• Oversee Branch infrastructure to ensure timely maintenance.
• Ensure compliance with relevant legal and other requirements, including environmental, health, safety, and quality (ISO) standards.

Supervise Employees

• Performance Management - Conduct bi-annual performance assessments for all staff, coordinating with management as needed.
• Tasks and Responsibilities - Ensure all department staff have current job descriptions, collaborating with management as necessary.
• Skills - Confirm staff possess the skills needed to meet expectations, suggest training, coach, and develop. Use observation, evaluation, and appraisals as indicators.
• Succession Planning - Identify and mentor a potential successor wherever feasible. If not possible, train and develop an employee reporting to you to fill in as required.
• Ensure adherence to company policies and procedures.
• Ensure compliance with relevant legal and other requirements, such as environmental, health, safety, and quality standards.
• Monitor employees to maintain cleanliness in the Stores and prevent damage or infestation of products.

Communication

• Promptly inform management and other relevant parties about warehousing and transportation activities.
• Notify Sales about stock requests and take necessary actions based on feedback.
• Inform the Operations Manager about aging stock or any significant matters related to stock holdings.
• Report issues to the Operations Manager without delay to ensure timely identification and implementation of necessary solutions.

Leadership

• Plan, select, develop, and maintain suitable manpower capabilities in Stores with management support.
• Cultivate, supervise, and sustain a motivated, high-performance team.
• Hold bi-weekly meetings with staff.
• Identify and promptly address functional-related issues and opportunities.
• Provide direction on all matters concerning stock control.

Qualifications and Experience

• Matriculation certificate
• Degree/diploma in Stock Control preferred
• Experience in warehousing and logistics
• At least 2 years of experience in a similar position
• Experience in the ICT Industry preferred

Skills and Knowledge

• Understanding of warehousing and logistics principles
• Proficient computer skills and capability to manage electronic data
• Familiarity with Mustek processes and procedures
• Knowledge of health and safety standards
• Best practices for storage to reduce risks of damage and stock loss
• Correct handling techniques to prevent damage
• Strong administrative capabilities
• Excellent written and verbal communication skills
• Ability to operate necessary tools and equipment
• Capacity to establish and maintain effective working relationships
• Strong record-keeping skills
• Ability to supervise and lead a team