Competence Requirements
Education
Minimum Requirement: Matric; studying towards a tertiary qualification
Experience
1 – 2 years administrative experience would be advantageous
Experience in a customer service environment is essential
Excellent attention to detail
Good organisation and planning skills
Time management
Strong administrative skills with working knowledge of systems such as MS Office
Knowledge of SAP would be advantageous
Output and Accountabilities
Customers and Stakeholders Managed Effectively
Reception
Answer switchboard calls timeously and direct them to the relevant person
Welcome onsite visitors, determine their nature of business and announce them to appropriate staff.
Answer questions about the organisation and provide callers with the relevant information requested
Conduct Customer Service Evaluation surveys as per prescribed frequency
Update and issue site telephone list monthly
Complaints/queries dealt with empathetically, captured on the relevant system and SLA performance reported on daily.
Close loop with CIC and Central Planning.
Manage Incoming and Outgoing Postal Services
Manage Boardroom Bookings
Site visual performance management (VPM) boards updated as per required frequency
Keep reception area presentable and relevant
Assist with other administrative duties such as filing, copying and collating of other documents.
Verify O&G monthly, capture orders, send to CIC in the standard template and send order numbers to warehouse and
Logistics Manager for release.
Sales
Account Manager Assistance
Assistance will still be required to assist sales reps with minimal admin time at the office.
This will require printing of account reviews and additional “execution details” that may be necessary to allow for
streamlining of a reps week.
Not all info is available from ME handheld and access to data is still in the form of printed summaries by outlets
Asset Management
Reps returning asset contracts submit to administrator for copy and filing and the send to SSM assistant at regional office
for verification
and agreement of placement.
In addition continual assistance of management of fridge verification gap closure is required.
Master Data Management
Master data management is a continual process requiring interaction between rep and administrator for updates into SPA.
Continual check of data integrity regarding class of trade, tier, customer details and address.
FBO Contract Management
Contractual storage and management of FBO’s and beer for a year contracts in addition to any locally relevant contractual
obligations
between SAB and any one of our customers.
License Renewal Assistance
Assistance with administrative duties of license renewals by customer.
Customer contact and follow up’s in order to drive renewals in on time in addition to rep asks and feedback delivered
Careline Management
Management and administration of all consumer complaints as allocated for resolve from SAB careline.
BTL Storage Facilities Management
Management of ASU and BTL Storage facilities. Kit and merchandise receipt, storage, allocation and delivery into trade.
Orchestration of
reps and third parties in order to ensure pull through of all items into trade.
In addition stock level management of “bread and butter” BTL for effective and continual response to trade needs.
FBI Processing
Processing and governance management of free beer issues in line with audit protocol for promotional pay outs,
promotional sampling and third
party promotion execution stock.
Claims Sheets (SPD and Promotions)
Administration of spend and claims for the respective sales teams regarding any spend that may need to be reclaimed
from either regional
or central office departments
War Room / Visual Office Management
Visual office management. Visual tracking and monitors updated – ongoing. Internal communications updated and
managed
Quarterly Plan Assistance
Assistance provided to the District analyst regarding data extraction and manipulation according to ad hoc requests and
beyond the scope of
the standardised reporting provided by retail intelligence.
3rd Party Administrative Assistance
Ongoing assistance to reps and sales managers for monitoring, administration and tracking of promotional companies,
BMP etc.
PO Management
Even with a centralised platform for this process there is still following up on vendor queries, assisting where issues have
arise
Credit
New customer take on (customer visits depot)
Assist customer to complete Terms of Trade and surety, Ensure Terms of
Trade and surety is completed accurately,
Validate documents required for new account (ID, liquor licence, receipt, etc),
Scan documents to Genpact to open account in SAP, Reply to queries from Genpact, Migrate original new account pack
to Genpact, Communicate to the CIC on new account
New customer take on (AM visits outlet)
Ensure Terms of Trade and surety is completed accurately, Validate documents required for new account (ID, liquor
licence, receipt, etc),
Scan documents to Genpact to open account in SAP, Reply to queries from Genpact, Migrate original new account pack
to Genpact, Communicate to
the CIC on new account
Risk assessments, obtain new documents
Same process as for new accounts
Master data updated, receive and migrate to Genpact
Receive original documents from customers / account managers, Scan documents to Genpact to update Master Data,
Migrate original documents
to Genpact, Communicate to the CIC and/or update credit note book
Negotiated Settlements (customer visits depot)
Receive AOD and affordability module from the CIC, Assist customer to sign AOD and affordability module, Scan
documents to the CIC to process
the NS, Migrate original AOD pack to Genpact
Negotiated Settlements (AM visits outlet)
Receive AOD and affordability module from the CIC and hand to the account manager, Follow up with account manager
to receive documents
back, Ensure AOD and affordability module signed correctly, Scan documents to the CIC to process the NS, Migrate
original AOD pack to
Genpact
Refunds (cheques collected at depot)
Hand cheque to the customer, Obtain customer signature as proof of receipt, Scan proof to Genpact, Communicate to the
CIC and/or update
credit note book
Liquor licence renewals, receive and scan to Genpact
Receive copy of licence renewal from customer or account manager, Look up outlet number on SAP, Write outlet number
on copy of licence, Batch
and scan to Genpact
Collection, assist with POD’s
Receive request from Genpact, Request POD from warehouse, Scan copy to
Genpact, Migrate original to Genpact
Communication, distribute letters to sales / distribution
Print letters and or receive, Give to sales / distribution to deliver to customers, Scan copies to Genpact
Communication, extended credit deals
Print letters drafted by CIC, Issue to sales to deliver, Scan copies to Genpact
Assist walk in customers, direct to CIC
Assist and direct walk in customers to the CIC (also include telephonic queries)
Depot
Diesel & Gas Management
Daily dips and comparison to theoretical, Weekly update of usage by vehicle & Department, monthly recon and recharges.
Re-ordering and receiving.
Tag management Payment
Monthly verification of 3 vs 4 crew and loads per contractor, fuel recon and adhocs, generate, upload to SAP.
Update Annexure A’s
Update Fuel and TAT’s, print Annexure A’s and arrange to be signed and filed.
Update licenses PRdP and License renewal verification
New drivers and renewals: getting copies to file and update tracker PTP
Quote sourcing; PO creation; invoice management; GRIR mgt; supplier query; vendor take on
Gate Register – new procedure
Collating of gate register to daily load plan
Visual Depot Management
Weekly/monthly update of KPI and pulling of reports – standard scorecard
Invoicing (RSC) and Printing of RSC
“Management of RSC invoices and management of missing and unsigned invoice, archiving and retrieval
Record in register RSC/Invoice and send out for signature
Once signed – file Debit & Credit notes by month”
Continuous Improvement
Conversant with relevant business information, policies, processes and procedures.
Additional Information
AB InBev is an equal opportunity employer and all appointments will be made in line with AB InBev employment equity
plan and talent requirements.
The advert has minimum requirements listed. Management reserves the right to use additional/ relevant information as
criteria for short-listing.
Closing Date:
02/05/2019
Employment Type
Permanent
Full/Part Time
Full-time
Location
Nelspruit Depot
Country
South Africa
City
Nelspruit
Apply here!