Procurement and Warehouse Logistics Supervisor

SUMMARY:

KEY RESPONSIBILITIES:

• Weekly Planning with the Operations Manager with respect to procurement and
• Clear and effective communication with all relevant department co-workers and stakeholders
• Coordinate logistics schedules for ordering, receiving and movements of
• Ensure all procurement, design and logistics task items are carried out in alignment with the correct process and standard.
• Discuss and problem-solve immediate and urgent matters with the respective Manager
• Identify process improvement items and report to Operations Manager during weekly review & planning meeting.
• Identify faults/improvement items on relevant administrative sheets, SOP’s and website and

• Receive, categorise and record all delivered items to the Head

SYSTEMS:

• Microsoft, Excel, Word Logistics Planning and overview of movements within the organization
• Prioritising purchases and movement of items including online purchasing for IAL & Lodges
• Follow instructions from Operations on logical needs for the Keep records set LEAD times etc.
• Coordinating orders, collections, and deliveries and ensure alignment with SOP (delivery notes, return notes, RCC etc)
• Communication with lodges and H/O
• Ensure timely purchases, coordinated with delivery / movement within organisation
• Managing, tracking and following up on all logistics items – stock-taking, warranty’s, lifespan and condition of items etc.
• Managing and driving courier guy system for deliveries
• Conduct weekly reviews of all lodge orders (ensure received and processed correctly as per set supplier preference and organization standards)
• Invoice goods out to lodges, eliminate the deliveries occurring without an accompanied Ensure all invoices have been captured correctly and allocate remittances and ensure the lodge and procurement balances every week.
• Arrange repairs of returned broken items, keeping track of those items and getting them back to the respective lodge
• Ensure lodges email the return delivery notes of orders email and send a hard copy with the driver to create awareness of what has been returned and where it needs to go etc
• Backorder & reasons updates daily, preventing incorrect & repeat orders
• Arrange pick-ups and deliveries with driver to/from lodges, Durban and the office, or where applicable conduct the trips yourself when required

• Compiling delivery notes (copies of invoices) & filing, completing the tracking (Google drive) sheet
• Following up on invoice payments through to delivery and end destination
• If a shop does not have the exact item, contact the lodge/ person that placed the order and offer alternate options available. When in doubt the person must be able to take initiative and not come back "empty handed"
• Ensure all lodge responsible staff send their order and logistics email updates and WhatsApp Logistics Group posts as per SOPs and feedback any concerns to Operations Manager
• Check all supplier invoices to ensure prices match the recent price list and resolve issues as necessary (incl. R&M standard items)
• Supplier analysis / price setting
• Update lodge order sheets & R&M order sheet quarterly (or as required) and e-mail new sheet with updated price lists to lodges
• Ensure lodges use the most up-to-date order sheets
• Set up and maintain a pricing tracker database (incl. R&M items)
• Research systems and processes which Operations could use within the lodges

HEAD OFFICE & STOREROOMS

• Ensure space and organisation of office storeroom & stock (neat & clean)
• Coordinate receiving and sending of goods at Ballito Office
• Ensure items are stored safely, clearly labelled and accounted for
• Meet and receive all deliveries from suppliers and lodges at head office
• Manage daily task assignment and communication with office hand /cleaner
• Quality assurance of goods received and sent
• Clear notes of instruction sent with items from head office
• Timely arrangement of items to be repaired / discarded
• Management of company vehicle services and repairs

POSITION INFO:

KNOWLEDGE REQUIRED

COMPETENCIES REQUIRED

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