Account Assistant at RCL Foods

RCL FOODS is recruiting for an Account Assistant to ensure that all aspects of daily Customer/Retailer admin and service queries are addressed. The role will be based in Johannesburg and report to the Customer Account Manager. You will be required to act as the front line administrative information contact for customers and into other Vector departments. You must build a deep understanding of Customer/Retailer operations and ensure efficient and accurate data capture of workflow data updates and changes. You will also be expected to provide support to the Account Manager in the smooth running of a Customer account.

Duties & Responsibilities

Relationship Management

• Answer daily general inquiries – represent the first point of reference including basic investigation and follow – up
• Escalate to Account Manager if required

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Account Administration

• Implement administration on updated service level agreements.

Project administration:

• Update project plans for new take on projects –Customers as well categories example CLC ambient take on
• Setup and attend project meetings
• Ensure relevant communication flow with regards to individual project
• New Vendor listing process management:
• Obtain Vendor applications and follow required process to ensure implementation in Vector
• Ensure all data is correct and captured accurately Ensure credit applications are completed and returned to suppliers within agreed time frames
• Ensure that the necessary documentation is filed accordingly

Key Account Management

• Maintain product pricing file and communicate to central pricing/EDI for update
• Manage Product Pricing:
• Ensure annual and bi annual pricing is updated accurately on the relevant system according to specified timeframes
• Attend to all administration around buy-ins and pricing related to each customer and within the channel
• Conduct store visits (if required and as agreed per Customer need)
• Participate in weekly operations planning meetings with internal supply planning and logistics
• Resolve daily queries or complaints.
• Support finance department with supplier reconciliation queries and required follow up.
• Provide administrative support for monthly, quarterly and adhoc charges (e.g. chicken incentives; rebates; storage for overstocks).
• Ensure that annual and interim fee adjustments are implemented.
• Monitor daily EDI rejection report and resolve price discrepancies.
• Follow up with the relevant call centre and ensure rejected orders are re-ordered
• Provide weekly and monthly reports on service levels; activity level reports and monthly DSC’s for customers and the Account Managers.
• Ensure administration and communication on supplier and product take-ons and exits.
• Implement customer and channel take-ons and exits (e.g. changes from boxing to crates; ChickenLicken dry goods, etc).
• Provide support on competitive market research activities.
• Monitor and collate sales performance by customer.

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Promotion and Forecast Communication

• Follow up on product recalls and provide feedback to the customer.
• Manage business information content and workflow.
• Maintain and communicate customer’s promotional grid

Product workflow

• Obtain PDS from customer/retail customer (PDS = Product Data Sheet)
• Ensure all data is correct (If not, contact the relevant person to get correct data)
• Capture the data on the workflow document on the intranet

Data must report:

• Product list and cost price (ensure that data is correct)
• Establish the cost price if not provided
• Dimension
• Weight
• Description
• Link to product hierarchy
• Link to product family (not applicable to all)
• Supplier name
• Shelf life details
• Attach original PDS document to workflow
• Customer Name
• Customer Address
• Customer Market Segment
• Submit to central planning for approval and sign off.
• If rejected, find the error; correct and re-submit

Communication (within Vector and its partners)

• Handle communication in relation to stock and associated issues; engaging with the Call Centre and Supply Planning on a daily basis
• Communicate requests from the Customer to relevant Vector stakeholders and provide feedback to the Customer.

Reporting

• Compile review packs (standard and non-standard) for the Account Manager.
• Print and compile reports as requested by customers and any adhoc requests.
• Provide reports on non-compliance of both Vector and Customers to relevant Vector Stakeholders.
• Compile daily, weekly and monthly reports for Customers Compile Major Pricing Discrepancies (approx 4 – 5 times a year) this involves matching invoices to BW report to determine the value of the debit or credit note

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Team Participation and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning, prioritizing and self- development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.

Support and drive the business core values.

• Manage colleagues and clients’ expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
• Champion training and development of self and others through utilizing available training opportunities or contributing to the development of new training solutions relating to product costing in collaboration with national training specialists.

Minimum Requirements

• Bcom Logistics or similar Diploma
• Valid Code EB drivers' licence 3 years account or general administration experience preferably in a FMCG sales environment
• SAP experience essential
• Advanced Excel