Job Description

Purpose of the Position

To perform to the best of your abilities all duties and responsibilities reasonably assigned to you. You will always do your best to protect and promote the business and interest of the company and to preserve its reputation and goodwill. You are an important representative of CDS. Your conduct with all customers and staff must always be professional and courteous. As a branch manager, you will have a more strategic role and deal with planning, administration and general management issues, which include the day-to-day supervision of staff and overseeing work organized by team leaders (who then report to the Manager).

A) Your key performance areas are:

1. Company representative

2. Manage premises

3. Manage employees

4. Manage fixed and other assets

5. Stock

6. Sales

7. Cash/E-wallet

8. Targets

9. Reports

10. Strategy

11. Marketing

12. Other

B) Your Key performance indicators:

1. Company representative

Ensure that you always project and promote the values and ethos of the Company and to preserve its reputation and goodwill.

Ensure that your appearance is clean, neat and tidy.

Ensure you are punctual.

2. Manage premises

Ensure that the business is always open and ready to operate during official trading hours.

Ensure that all areas (administration, warehouse, ablutions, etc.) are clean and neat.

Report all damages to property immediately though the correct channels.

Follow up on all matters reported to ensure closure.

At close of business day ensure that all security systems are activated, and premises are secure before leaving.

In the event of being on leave or unable to be at work for whatever reason that there is an alternative plan to ensure that the business can trade.

Ensure safe working conditions. * Manage employees

Ensure that all employees clock in on time and ready for work when trading hours commence.

Ensure that attendance registers are completed correctly.

Ensure that the employees are correctly attired and their appearance clean, neat and tidy.

Ensure that employees wear the correct PPE when required.

Ensure that employees promote and project the Company ethos in their interaction with customers.

Follow up on employees that have not arrived for work.

Make alternative arrangements should critical employees (driver, forklift operator) not arrive for work.

Maintain employee discipline.

Follow Company HR and IR procedures when dealing with employee matters.

Ensure that employees are not idle and perform their work functions.

Ensure that employees clock out on time and that the attendance register is correctly completed at close of business.

Manage employee time and attendance.

Manage employee leave.

Submit the monthly payroll information to Head Office by the correct deadline. * Manage fixed and other assets

Ensure that there is a list of all computers, printers, telephones and copier hardware on the premises including serial number, make and model.

Ensure that all computers, printers, telephones and copier hardware is working.

Report immediately any computer, printer, telephone or copier hardware that is not working and follow up until working again.

Ensure that all software programmes are working.

Report any software problems and follow up until working again.

Ensure that daily vehicle/forklift inspection sheets are completed and verified.

Report any damage/service-related issues for vehicles and or forklifts immediately and follow up until resolved.

Ensure that vehicles/forklifts are washed and cabs of vehicles clean.

Filing of all daily vehicle/forklift inspection sheets.

Obtain daily vehicle trip sheets, check that they are correctly completed, verify against Autotrak, and file.

Obtain and file any Fleet card transaction reports monthly.

Manage all fleet card expenditure against each fleet card credit limit so that we dont exceed limit and ensure safety margin.

Prepare monthly vehicle and forklift cost reports and submit to Head Office including giving reasons for any anomalies by required deadline.

Ensure that vehicle/forklift operators adhere to Company policies and procedures and national road regulations/laws when operating the vehicle and or forklift.

Scheduling of deliveries and collections to ensure maximum optimisation of vehicles. * Stock

Process suggested purchase orders for stock whilst considering:

xc3x98 Stock on hand

xc3x98 Average sales for past six months

xc3x98 Demand

xc3x98 Stock levels at other branches

xc3x98 Unit of measure

xc3x98 Description

Ensure prices are in line with supplier price lists by obtaining order confirmation or quotation.

Getting purchase order approved prior to placing order.

Ensure that stock delivered or collected conforms to the description and or quantity reflected on purchase order.

Follow up with supplier on outstanding orders.

Ensure stock is correctly placed in warehouse to ensure maximum utilisation of space whilst ensuring accessibility and efficient handling.

Ensure stock areas are correctly labelled and stock placed in the correct area and not mixed up.

Following up with supplier on any damages and or discrepancies on delivery and or collection.

Obtaining necessary correcting documentation from supplier in order to rectify damage and or discrepancy.

Ensure all Goods Received Notes for deliveries and or collections are processed timeously to ensure that all deadlines are met.

Submitting on regular basis to Head Office the necessary documentation to be processed by Creditors.

Ensure correct stock, quality and quantity is loaded as per delivery note to customer and that the person responsible for dispatch prints name, signs and dates delivery note.

Ensure customer collecting countersigns delivery note as acknowledgement of receiving correct stock.

If delivering, ensure correct stock, quality and quantity is loaded for delivery and person responsible for dispatch prints name, signs and dates delivery note. Ensure driver double checks what has been loaded for delivery and prints name and signs and dates delivery note.

Issue driver with sales tax invoice and delivery note.

Ensure driver returns with signed delivery note by customer who prints name, signs and dates copy delivery note.

File all sales tax invoices and signed delivery notes whether collected or delivered.

Adhere to Company stock returns policy.

Ensure that if return complies with policy that stock is not damaged, and quantity is correctly recorded and checked against original invoice.

Complete Goods Return Note (GRN) and ensure all supporting documents are attached as per GRN checklist.

Submit GRN to head office for processing in time to ensure all month end and stock take cut off deadlines are met.

Do cyclical stock counts by category or 80/20 principle (value) on weekly basis and record count quantities against system on hand quantities. Variances to be checked and verified.

Submit cyclical stock take working documents to head office including stock variances and reasons for variances so that stock adjustments can be processed.

Do six monthly and year end full stock takes and record count quantities against system on hand quantities. Variances to be checked and verified

Submit six monthly and year end stock take working documents to head office including stock variances and reasons for variances so that stock adjustments can be processed.

Filing of all stock take working documents and stock adjustments.

Manage inventory item in terms of cost, mark up, selling price and gross profit and turnover.

Actively resolving poor stock turnover in conjunction with other branches and customers. * Sales

Take customer orders, enquiries telephonically, email, or in person.

Ensure prompt and professional service to the customer.

Make every effort to satisfy the needs of the customer in terms of stock availability and delivery or collection.

Record customer detail e.g. name, surname, entity, email, telephone number, address for marketing purposes.

Prepare and submit quotation to customer based on enquiry.

Follow up on quotation with customer on regular basis within validity period to ensure conversion to sale and always provide customer feedback on any issues that may impact on fulfilling our obligation. If unsuccessful delete quotation.

If successful create sales invoice and prepare delivery note.

Ensure customer detail is correctly reflected on all documentation.

Ensure payment received against invoice if cash or card.

Ensure transaction successfully completed in terms of delivery or collection.

Maintain regular contact with customers and advise customers of any promotions.

Work together with suppliers to provide customers with an opportunity to get together and similar marketing opportunities.

Ensure discounts negotiated are in line with Company policy. * Cash/E-wallet

Record cash in and cash out (expenses and banked) on daily cash sales report.

Ensure invoices and receipts for any expenses paid by cash are received and attached as supporting documentation to daily cash sales report.

Do day end cash up.

Report any cash up variance.

Submit day end cash up to head office on daily basis.

Bank any excess cash on daily basis and retain deposit slip and attach to daily cash sales report.

Ensure E-wallet is topped up.

Ensure E-wallet card is secured daily.

Record all E-wallet transactions on daily card transactions report.

Ensure invoice or receipt for each transaction is obtained and attached as supporting documentation to the E-wallet transaction report.

Submit E-wallet transaction report daily to head office. * Targets

Ensure targets (Total gross profit) as determined by head office annually in advance are met on monthly basis. * Reports

The following reports are to be submitted to head office on a monthly basis:

xc3x98 Monthly vehicle and forklift cost report

xc3x98 Comprehensive operational report to include:

xc3x98 Target vs. actual by month and cumulative

xc3x98 Sales by category by value and volume including returns by month and cumulative

xc3x98 Stock issues

xc3x98 Employee headcount and availability

xc3x98 Vehicle count and availability

xc3x98 Supplier issues

xc3x98 Quality issues

xc3x98 Marketing opportunities

xc3x98 HR/IR issues

xc3x98 Administration issues * Strategy

Ensure that we are aware of competitor activities/practices in the market.

Communicate with head office any such activities and or practices.

Staying abreast of new product development/activities in the market and advising head office of such.

Identifying and communicating new strategic opportunities to head office.

Implementing new strategic opportunities. * Marketing

Maintaining close relationships with customers.

Arranging customer/supplier informal get together on regular basis in conjunction with suppliers.

Arranging promotions and advising customers.

Monitoring any Company advertising in the area to ensure it complies with Company policy and advise if repair/change required

Advise head office of any branding issues with vehicles.

Actively following up on any leads/opportunities and advising head office of such. * Other

The above is the minimum required from you, as Branch Manager, the above duties are your main duties. You can, however, be requested to perform other duties and responsibilities from time to time during your employment with the company, based on its operational requirements. Your job title does not define or restrict your duties and responsibilities and you may be required to undertake other work within your abilities at the request of the company.

Experience in selling products to the construction industry.

Experience in Managing a branch (preferable)

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