Administrative Clerk

Welcome to a workplace where every individual passionately believes in their mission!

At our company, commitment extends beyond tasks; it's about infusing every action with purpose. We are dedicated to bringing unparalleled passion and customer focus to every facet of our business, creating an environment where your contribution truly matters.

Major Responsibilities:

1.To enter purchase orders and invoices both local and overseas and calculating invoices.                                                                                                     

SATISFACTORY PERFORMANCE WILL HAVE BEEN ATTAINED WHEN:

A. All invoices are calculated correctly and within 24 hours of receipt.

B. All purchase orders and invoices are entered correctly within 24 hours of receipt. 

2. To file all parts documents and maintain the filing system for all files and folders.  

SATISFACTORY PERFORMANCE WILL HAVE BEEN ACHIEVED WHEN:

A. All documents are filed within 24 hours of receipt.

B. All files are placed in cabinets when not in use.

C. Files are maintained in an orderly manner and the integrity of the classification system maintained

D.  Files can be retrieved and provided to user within 15 minutes when requested.

3.  To prepare, sort and file all daily and monthly reports and distribute to appropriate departments.                                                                      

SATISFACTORY PERFORMANCE WILL HAVE BEEN ATTAINED WHEN:

A. All reports are prepared and sorted correctly.

B.  Reports are filed orderly within 24 hours of receipt. 

C.  All reports are distributed to the Parts Manager and Financial Controller as scheduled.

4.  To receipt local purchase orders, ensure costing forms are approved and signed before receipting stock.                                                                             

SATISFACTORY PERFORMANCE WILL HAVE BEEN ATTAINED WHEN :

A.  All local purchase orders are receipted accurately.         

B.  Signed approval is always acquired before receipting stock.

C. All forms are prepared with accurate part numbers.

5. To receive the receipt of cash, issue receipts for parts sold and the acceptance of credit cards against orders, as required.                                               

SATISFACTORY PERFORMANCE WILL HAVE BEEN ACHIEVED WHEN:

A. Cash is received, receipts are prepared and issued and cash deposited.

B. Deposit books are brought up to date within an hour of each shift.

C. All bills are stamped paid.

D. Float is received and checked at each transfer.

E. “Shorts” and “Overs” are reconciled at the end of the day.

F. All items are checked before delivery to customers.

G. Correct product codes are used at all times.

H. Credit Notes are accepted in accordance with Company policy for all returned items.

6. To process inter-branch transfers of stock, enter stock adjustments, keypunch and process stock count sheets.                                                                            

SATISFACTORY PERFORMANCE WILL HAVE BEEN ACHIEVED WHEN:

A.  All inter-branch loans are processed within 24 hours of request.

B.  All stock adjustments are updated and recorded accurately within 24 hours.

C.  All stock count sheets are accurately processed and key-punched within 24 hours of receipt.

7. To code part numbers for new model reviews; clean up non-dispatched orders, and prepare warranty and discrepancy parts claims for all franchises.       

SATISFACTORY PERFORMANCE WILL HAVE BEEN ACHIEVED WHEN:

A. All parts numbers are accurately coded.

B. Non-dispatched orders are monitored and dealt with within 24 hours.

C. Warranty and discrepancy claims are processed within seven (7) days.

8. To participate in weekend opening, overtime work, projects, annual stock-taking and specially assigned tasks.                                                                          

SATISFACTORY PERFORMANCE WILL HAVE BEEN ACHIEVED WHEN:

A. Weekend opening is adequately staffed to meet customer needs.

B. Projects, annual stock-taking, specially assigned tasks are completed within deadlines and to required standards.

9. To assist with telephone queries and sales when required.                                                                                                                    

SATISFACTORY PERFORMANCE WILL HAVE BEEN ACHIEVED WHEN:

A. Telephones are answered within three rings.

B. Responses to queries are accurate and provided within 5 minutes of request.

C. Customers are provided with friendly, speedy and accurate sales service.

10. To maintain adequate quantities of office, kitchen and bathroom supplies for the Parts Department.                                                                                          

SATISFACTORY PERFORMANCE WILL HAVE BEEN ATTAINED WHEN

A. Stock of items are checked weekly.

B. Orders are submitted weekly or monthly to maintain appropriate levels of stock.

C  Staff members have adequate supplies of items when required.

11.  To record, prepare and submit minutes of meetings and maintain attendance and time logs.                                                                                              

SATISFACTORY PERFORMANCE WILL HAVE BEEN ATTAINED WHEN

A. Minutes are prepared and produced on time and to agreed standards.

B.  Attendance and time logs are prepared and available when required.

12.  To perform any other related duties assigned by the Office Administrator and Parts Manager.                                                                                                                               

SATISFACTORY PERFORMANCE WILL HAVE BEEN ACHIEVED WHEN:

 A. All assignments are carried out to agreed standards.

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