Forecourt, fuel operations:
Site layout: Familiarise yourself with the site layout in terms of where the pump Islands are located, fuel storage tanks, breather pipes and safe access and departure routes and Health and Safety operation and signage.
Pump operation: The manager should understand and be able to operate the fuel pumps, understand their electrical operation and power supply located at the DB Board.
Site Safety Cut off switch: Familiarise yourself with the location and operation.
Fuel Stock Control: This includes the manual or electronic stock level reading and the recon of these. Always ensure sufficient fuel stock levels.
Staff Management: The manager will be responsible for the recruitment, training and general management of all staff on site. This will include the drawing up of rosters, inspecting hygiene, neatness and cleanliness of staff, as well as ensuring that the staff performs in accordance to the fuel company’s rules, regulations and standards.
Site Maintenance: All maintenance on site is the responsibility of the General Manager, even if delegated. Ensure that the site is operated and maintained according to the fuel company’ standards.
Convenience Store and other APO Operations, including Carwash:
Site Layout: Ensure that the layout is in accordance to the fuel company’s standards and that planograms are adhered to at all times.
POS Operation: Familiarise yourself with the Point Of Sale software and the operation of the “Tills”.
Stock Control: Ensure that sufficient procedures are in place to control stock, being ordering, merchandising, pricing (margins) and the control of wastage, expiration and ultimately stock losses.
Staff Management: The manager will be responsible for the recruitment, training and general management of all staff on site. This will include the drawing up of rosters, inspecting hygiene, neatness and cleanliness of staff, as well as ensuring that the staff performs in accordance to the fuel companies rules, regulations and standards. Loss control of cash resources are of paramount importance in the operation of the POS system. Cash handling and management thereof is the priority, ensure procedures are in place for safe cash dropping and collection.
Marketing: Ensure that the Oil Company’s monthly marketing and advertising campaigns are implemented and expedited. Apart from these marketing initiatives, the manager must also develop and drive additional marketing plans, to ensure a competitive edge and permanent growth of the whole site.
Human Resources:
Recruitment of staff: As briefly mentioned, all recruitment, appointment and training of all staff are the responsibility of the General Manager. Apart from this ensure that all staff has an appropriate contract of employment and job description.
Disciplinary Procedures: Ensure that the staff are informed and trained in the company’s code of conduct, rules and regulations as well as the disciplinary process, and that they receive copies of the various documents. Familiarise yourself with all the relevant Bargaining Councils and Trade unions agreements pertaining to your specific site.
Record Keeping: All staff files and records must be kept updated and secured on site. Ensure that these are locked away. Staff can request access to their files, but it must be controlled by management.
Employee relationships: Install and maintain good team spirit. Your employees are the face of your business and as such one of your biggest assets. Strategize and employ your employees to maximize service levels. Service levels are often your only competitive edge.
Financial Management:
Cash Handling: All money generated on site and the application of this money is the responsibility of the General Manager, even if delegated. Ensure that the necessary systems are in place to control cash, bank transfers etc. Only the manager is allowed to do payments from the company’ bank account.
Debtors: It is illegal to sell fuel on account. Despite this some debtors might under certain circumstances exist at a site. The vetting and control of these debtors is the responsibility of the general manager.
Creditors: You will have a large number of companies supplying you with a variety of products. The general manager must ensure that the best prices and terms are negotiated with the creditors, and that they are settled as per the creditor’s agreements. Always negotiate with creditors for better prices and terms to enable you to maximise profits.
Operating System: Ensure that you receive training on the operating system of your site. This is crucial in managing stock levels, GP’s and stock losses.
Profit and stock control: As touched on previously, ensure that the best quality product at the best available price, in the right quantity is always available on site and that it is merchandised correctly to ensure a pleasant shopping experience for you customer. Hand in hand herewith ensure that you are familiar with competitor’s actions and do price tracking regularly. Always maximise Gross Profit levels and minimise expenses.
Marketing Management:
Back ground: The fuel industry is a very competitive industry. Prices are more often than not regulated. Growth and profitability id determined by what you do differently to competitors.
Brand Awareness: Develop, implement and maintain a practical marketing plan, over and above the fuel company’s campaigns. This must be done to boost brand awareness, but also to grow your specific site. Identify your site specific target market and implement your marketing plan accordingly.
Advertising: Advertising in the correct format will ensure brand awareness amongst your target market and ensure sales growth. Advertising should be done regularly and measurably, to ensure maximum returns.
HSEQ:
Back Ground: Fuel companies all have a very strict Health & Safety Policies and Procedures. Legislation is continually putting increased pressures on companies to increase Health & Safety awareness in the workplace.
Fuel Company Compliance: All fuel companies have their own specific Health & Safety programme. It is the responsibility of the manager to ensure that his site always complies with this Health & Safety rules and regulations.
Training: Familiarise yourself with the Health & Safety policy and ensure that all staff is trained and that all records are kept up to date.
Fuel Company Compliance:
Background: Different fuel companies have different operating procedures. Although all fuel companies sell fuel and a variety of other products, they each have their own rules and regulations.
Compliance: As a franchisee of your fuel company, it is imperative that you adhere to all their rules and regulations. Your franchise agreement will enforce this. It is done so that all different branches of one Fuel Company operate the same and thus create brand loyalty with customers. Non-compliance to the fuel company’s rules and regulations can put your franchise agreement in jeopardy.
Daily Operations: Many of the following tasks will be delegated to various managers and supervisors, but stays the responsibility of the General Manager.
- Ensure that all staff are on duty, dressed correctly in full uniform.
- Ensure that all managers and supervisor’s tasks are completed.
- Ensure that the site is clean serviceable and that there are no health and safety risks.
- Ensure that all equipment is in working order.
- Ensure that all “End of Day” procedures are followed.
- Ensure that there is sufficient stock of all products.
- Check on cash handling and recon the bank statement.
- Take stock regularly.
- Study various reports generated by the operating system.
- Pay attention to GP’s and pricing strategy.
- Implement marketing initiatives.
- Spend time with customers, always be visible.
- Do spot checks, ensure that the staff can see you are in control.
- Do planning, regarding stock levels, price adjustments, marketing initiatives.
- Have meetings with other managers and supervisors.
- Attend to maintenance issues and follow up outstanding issues.
- Report to Top management.
- Before leaving the site ensure that everything required for the night shift is in place.
Apart from the above duties, other tasks and responsibilities can be added by the owners of the company from time to time and it is expected that the General Manager will comply with these.
