Job Description

PURPOSE OF THE JOB:

The effective and accurate administration of the Parts department in a Branch to ensure efficiency of department.

RECEIVING ADMINISTRATION:

Core Tasks:

Receive delivery notes

Gather JD and other suppliers invoices electronically for receiving process

Link invoices with delivery notes and Equip orders

Capture invoice on system

Verify accuracy of receiving information on the system

Obtain authorization for claims

Create claims for shortages and overages

Follow up on outstanding claims and orders

Keep filing up to date

Report back on actions taken to Manager

Assist with ad hoc receiving duties as and when required

REPORTS ADMINISTRATION:

Core Tasks:

Daily:

Generate reports from system (Credit notes, Outstanding picking slips, outstanding customer orders, outstanding quotations, quantity reports, outstanding inter branch transfers, lost sales)

Forward reports to relevant parties for further action

Verify information on credit report with source documents

Follow up on outstanding documents / information

Forward to management for authorization

File completed documents

Weekly:

Generate reports from system (outstanding claims, shipping documents, outstanding purchase order, negative on hand report, BIN location report)

Forward reports to relevant parties for further actions

Follow up on outstanding documents / information

Forward to management for authorisation

File completed documents

Monthly:

Receive courier reports

Reconcile reports with source documents

Create order for payment

Obtain authorization

File completed documents

GENERAL ADMINISTRATION:

Core Tasks:

Generate reports for stock taking

Assist in quarterly stock taking

Capture count sheets on system

Generate variance report

Forward report to relevant parties for further actions

Follow up on outstanding documents / information

Forward to management for authorization

Generate stock take update report

File completed documents

Order General office stationery

Capture VVA source documents on system

Administration of interdepartmental purchases

Filing of source documents

Capture employee transactions on behalf of employees on intranet

Administration and reconciliation of trip sheet and vehicle documentation

Dispatch administration

Handle general queries from customers and internal staff

JOB REQUIREMENTS

Qualifications:

National Senior Certificate

Requirements:

At least 1 year with general office administration



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We are committed to transformation through the appointment of persons from designated groups and potential candidates from these groups will enjoy preference. Kindly note that a consumer credit record will be requested in respect of all appointments which involve dealing with cash or finances. Should you meet the above requirements and believe you can contribute to the company, kindly register and apply on our Career Page at www.groupcareers.co.za Should we not have contacted you within six weeks of the closing date, you may assume that your application has been unsuccessful.

CLOSING DATE: 02 NOVEMBER 2025