Reception, Orders Management, Payroll, HR and Office Administrator - 13119

Job No:  13119
Reception, Orders Management, Payroll, HR and Office Administrator
Location:  Strydom Park, Randburg
Salary:  R 10 000 - R 15 000 Per Month

Role Description: Orders Management, Payroll, HR and Office Administrator: This document outlines the list of responsibilities for a Front Desk, Orders Management, Payroll, HR and Office Administrator position within a textiles factory environment in the Randburg area, to handle day to day office and front desk administration tasks. Utilising the Pastel accounting program with respect to execution of the order / invoice / dispatch process. Utilization of Pastel Payroll for wages processing, as well as management of HR procedures.

General Front Desk “Day-to-Day” tasks

  • Open all emails, print orders, respond to queries as required.
  • Communicate & plan with staff & dispatch personnel daily.
  • Management and coordination of factory front desk.
  • Management of all courier services/packages received at the premises.
  • Management of personnel walking into factory and allocating them as required.
  • Management of drivers schedules in the morning,

Weekly Payroll Management and Execution
Uniclox:
  • Staff: check daily clockings, name & shame.
  • Write up leave forms, personally have them signed by employee.
  • Any query in the above matter, refer to management for final decision.
  • File leave forms in staff files.
  • No alterations to clock settings without consultation with management (in writing).
Clocking Cards:
  • Give clocking cards to new personnel and load that person on the Uniclox system as required.
  • Management of clocking card queries.
Payroll:
  • Process weekly payroll on Pastel, print payslips and distribute.
  • Importing of payroll file from clocking system.
  • Regulatory Deductions
  • Management and submission of regulatory information for deductions.
  • Liaising with relevant organisations.
  • Understanding of monthly requirements per organization.
HR File Updates and New Staff Procedures:
  • Be responsible for getting all personal info and ensuring staff files are complete (includes staff contracts).
  • Processing of new employees.
  • Management of files of existing employees.
Orders Management and Capturing
  • Management of invoicing and order capturing for the Snuggletime factory.
  • Coordination of orders into the factory with respect to execution and following up for respective clients.
  • Liaising with factory management as required with respect to orders processing.
  • Understand and follow through with “Edcon” ordering & pricing systems
  • Understand and follow through with “Mr Price” ordering, pricing and dispatch systems.
  • Understand and follow through with “Kalahari” ordering, pricing and dispatch systems.
  • Understand and follow through with “Take a Lot” ordering, pricing and dispatch systems.
  • Understand and follow through with “Shoprite” ordering, pricing and dispatch systems.
  • Understand and follow through with “Massmart” ordering, pricing and dispatch systems.
  • Understand and follow through with “Pick n Pay” ordering, pricing and dispatch systems.
  • Understand and follow through with “AMIC / Toys R Us” ordering, pricing and dispatch systems.
  • Understand and follow through with “Baby Boom” ordering, pricing and dispatch systems.
  • Understand and follow through with “Jet” ordering, pricing and dispatch systems.
  • Understand and follow through with “Independents” ordering, pricing and dispatch systems (all independent stores should follow a similar process, however orders are received in a variety of ways, specific to each store).
  • Capture and manage COD orders as per policies and procedures.
  • Execution of COD orders once payments have been completed by the customer (passing order to factory for packing and dispatch, liaising with customer as required regarding picking up stock).
  • Confirmations to be sent to all clients via e-mail to ensure audit trail of processing of orders (date processed, date received, etc…)
Client Queries Management and Follow-Ups
  • Overall responsibility of all retailer queries with respect to orders delivered, dispatched, returned.
  • Coordination of orders with Grobaby where necessary.
  • Management and coordination and deliveries on a daily basis, with the three dispatch areas.
Drivers and Dispatch
  • Filing of POD’s and Driver Manifests (Daily).
  • Finding POD’s when requested for delivery queries.
  • Check off driver POD’s and log sheets.
  • Manage schedule of dispatches and tracking of drivers, ensure schedules are placed on tracking board.
  • Courier statements reconciliation.

General administration tasks pertaining to the Front Office
  • Ordering of supplies as required etc.
  • Receipt of stock, receive deliveries, notify and direct accordingly.
  • Attend to visitors at reception.
  • File: invoices and courier manifests, daily.
  • Assistant to all members of “the team” as required.
  • Use a ‘desk book / diary’ to record daily operational tasks.
  • Receiving / sending emails / faxes and forward accordingly.
  • Faxing, scanning, copying as required.
  • Store room, stationary: assist with archiving, keep in order.
  • Order stationary, toilet paper as required.
  • Keep an eye on the ‘Cleaner’. Spot checks on cloak-rooms, tea-rooms and elsewhere.
  • Manage the gate / security guard.
  • Watch the clockings out / be in attendance at closing time (4pm when staff leave).
  • Extra eyes everywhere since you see the movements into and out of the factory.
Procedures Enforcement
  • Ensuring processes and procedures are correctly adhered to as part of the standard factory operations (i.e. POD’s reconciled and returned; driver log sheets correctly filled out; etc…)
Factory Systems
  • Assist with the implementation of any agreed system and process enhancements in collaboration and agreement with management.

Inventory Control and Management

  • Assist with the management and coordination of containers when they arrive on Snuggltime premises.
  • Assist with the management of stock taking process as required.
  • Management and execution of policies and procedures outlined with respect to inventory control.
Reporting
  • Periodical (i.e. weekly) reporting to management of key issues or concerns.
  • Initiate meetings/discussions as necessary with management based on the importance of the issue.
Factory and Front Desk Operating Times
  • Required to be on the front desk from 7:30am.
  • Factory walkthrough required daily between 7:30 and 8am.
  • Front desk operating hours from 7:30am to 4:30pm or as required based on the nature of drivers returning from deliveries.
Assistant to Bookkeeper
  • Reconcile fleet petro card statements (for drivers; monthly).
  • Any other assistance within your ability.
  • Petrol Utilisation Management
  • Manage petrol card distribution and petrol consumption, drivers and reps
  • Manage Petrol Cards and Petrol Slips & check.
  • Fleet Statements
  • Petrol consumption reports. Report any peaks / abuse.
  • Applies to Snuggletime drivers and sales representatives.
Customer Care and product enquiries
  • Know the support team and the processes that apply and refer customer queries as necessary to this support channel.