Admin and Stock Controller

JOB PURPOSE

• The core purpose of the role is to ensure effective stock control of goods according to company standards, conducting regular stocktakes, and maintaining accurate inventory records and administration in the branch.

KEY PERFORMANCE AREAS

• Stock Control.
• Administration
• SHEQ Integrated Management System control.

MAIN RESPONSIBILITIES

• STOCK CONTROL
  
  • Ensure stock control and reconcile physical stock with recorded inventory levels (SAGE).
  • Ensure all bins are used effectively, marked correctly and product codes displayed on correct location.
  • Conduct stock counts.
  • Ensure all stock is quality checked and binned correctly and timeously.
    
    • Ensure all physical stock items are allocated to a bin.
    • Ensure that all stock is correctly and neatly located, binned, and displayed.
    • Report any damaged stock to the Warehouse Supervisor.
  • Move the damaged stock to the quarantine area for review by Warehouse Supervisor.
    
    • Ensure effective wrapping of the product according to company procedures, to ensure protection of the product.
  • Oversee, complete, and ensure stock takes are conducted.
    
    • Count stock and ensure all bins required to be counted for the day are closed off on same day.
    • Conduct 2nd counts of stock as required.
  • Ensure all bins are counted in full by month end.
  • Ensure stock discrepancies are reported to the Warehouse Supervisor.
    
    • Investigate all stock discrepancies.
    • Continuously review and streamline stock control processes to enhance efficiency, accuracy, and productivity.
    
    

• ADMINISTRATION
  
  • Produce reports and statistics monthly, or as required.
    
    • Stock variance report.
    • Stocktake progress report.
    • Stocktake valuation report.
    • Stock shortage reports.
    • Ensure all stock are allocated to bins on SAGE.
    • Ensure stock journals are completed on SAGE.
    • Ensure all stock items in the warehouse has cost value allocated to it.
    • Ensure non-stock warehouse is cleared monthly.
    • Inspect x codes (BOM Control codes) and ensure that all x codes on the system are cleared to 0.
  • Additional reports as may be required.
  • Ensure data systems are accurate and always updated.
  • Administer Inter Branch Transfers.
    
    • Post and receive Inter Branch Transfer (IBT) stock on SAGE.
    • Post and transfer Inter Branch Transfer (IBT) stock on SAGE.
    • Transfer Inter Branch Transfer (IBT) stock to Work In progress (WIP) on SAGE.
  • Administer branch credits, including:
    
    • Investigating of credit.
    • Collecting supporting documents.
    • Loading- and processing of credits on SAGE.
    • Update credit-note spreadsheet with all credits processed.
    • Ensure all credits are passed by month-end.
    • Address all credit enquiries timeously.
  • Post Receiving of stock items (GRV) on SAGE, upon completion of checks by warehouse.
  • Control branch Freight administration.
    
    • Update spreadsheet indicating driver drops and mileages daily.
    • Capture Fuel slips onto spreadsheet and raise irregularities with Management.
    • Reconcile fuel slips and Nedbank statement to fuel spreadsheet.
    • Post Goods Received Vouchers (GRV) for all fuel slips on SAGE.
    • Capture Freight waybills onto Freight spreadsheet daily and raise irregularities with management.
    • Reconcile Freight supplier Invoices to Freight Spreadsheet and post on SAGE.
    • Create purchase orders for vehicle maintenance on SAGE.
    • Review charges and escalate possible over/under charges.
  • Control Branch PODs.
    
    • Review PODs and ensure adherence to company requirements.
    • Ensure all PODs are received timeously by cross referencing to SAGE system.
    • Scan and send PODs as requested by stakeholders.
  • Control cash sales box, including:
    
    • Administer cash sales for all COD customers, ensuring correct amounts for purchase are received and receipts are issued.
    • Update and reconcile cash spreadsheet with all cash payments received.
    • Update and reconcile card payment spreadsheet with all card payment receipts received.
    • Post banking weekly.
  • Complete general administration duties as required by the needs of the branch.
    
    • Filing.
    • Archiving of historic documents.
    • Data capturing.
    • Arrange refreshments for guests, meetings etc.
    • Add new employees to clock-in system.
    • Arrange services for the Printers and/or Bathroom sanitations in line with requirements.
  • Ordering of packaging material for the branch.
  • Control packaging material and box stock to always ensure sufficient stock levels.
  
  

• WAREHOUSE ASSISTANCE
  
  • Assist in another position if there is an operational constraint.
  • Assist with driving responsibilities, including driving a company vehicle, if hold a valid driver’s license.
    
    • Comply with all traffic laws and follow safe driving practices while operating a company vehicle.
    • Loading and unloading deliveries.
    • Maintain accurate records of deliveries and ensure all relevant paperwork is signed and returned.
  • Perform regular cleaning tasks to maintain a clean, tidy, and sanitary warehouse environment.
    • sweeping floors.
    • dusting surfaces.
    • removing debris.
    
    

• SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL
  • Ensure adherence to the OHS Act.
    • Take reasonable care for the health and safety of themselves of other persons.
    • Co-operate with the employer to enable prescribed duties or requirements to be complied with.
    • Carry out any lawful order given and obey the health and safety rules and procedures.
    • Report any unsafe or unhealthy situation to the employer.
    • Report any incident to the employer.
  • Comply with health and safety processes.
  • Ensure the warehouse maintains and complies with standards of health and safety, and hygiene always.
    
    • Always maintain high standards of housekeeping.
    • Ensure PPE is always worn in the warehouse.
    • Participate in any Integrated Management System activities as required.
  • Identify and report opportunities for improvement, Non-Conformances, and Incidents in area of responsibility.
  • Ensure adherence to all company policies and procedures.
  • Always maintain a high level of customer service levels standards.

KEY JOB REQUIREMENTS

QUALIFICATIONS

• Grade 12 or equivalent.

EXPERIENCE

• 2 years’ experience in a similar position.
• 3 years’ experience in an operations / warehousing environment.

KNOWLEDGE REQUIREMENTS

• Computer literacy with proficiency in MS Excel at a basic level.
• Proficiency in SAGE Evolution, or similar, at an intermediate level.
• Thorough practical knowledge and understanding of inventory management principles and operations processes.
• Awareness and understanding of relevant ISO Standard requirements.

SKILL REQUIREMENTS

• Strong organizational and time management skills to handle multiple priorities and meet deadlines.
• Excellent analytical and investigative skills, with the ability to interpret data and make informed decisions.
• Detail-oriented mindset with a high level of accuracy in record-keeping and stock reconciliation.
• Strong sense of urgency and ability to work under deadlines.