To provide a support function to the JSE by administering the courier, internal mail and franking service and by liaising with internal and external stakeholders.
Results Delivery
- Apply cost effective principles in everyday delivery to contribute to achievement of departmental financial targets.
- Ensure results are delivered cost effectively by following procedures and obtaining quotation to do a cost comparison, get approval from senders on courier services to supply the most cost-effective solution.
- Follow up on sent or received items by tracking weigh bill numbers and communicating with courier company to ensure results are delivered on time and to standard.
- Frank JSE business letters ensuring appropriate cost allocation, submitting to Finance monthly.
Stakeholder Relationship Management
- Maintain stakeholder relationships by ensuring understanding of clients’ needs and client expectations and ensuring clients understand and agree to the courier process.
- Build and maintain stakeholder relationships by being honest and transparent in all dealing and working consistently ensuring external clients are willing to aid when required.
- Provide feedback to clients by tracking parcels and following up on the status of deliveries or receipts ensuring positive relationships are maintained.
- Manage relationship with manager by adhering to procedures to ensure monthly invoicing is processed on time.
- Understand the content and instruction of each delivery or receipt to ensure the correct process is used.
- Establish and maintain a relationship with courier management team to enable escalation of problems.
- Ensure internal mail dispatched to the relevant recipient on time and with the necessary sense of urgency.
- Act as back-up for business franking of mail acting promptly on requests.
- Ensure that relationship with vendor is maintained and that equipment is serviced appropriately.
Process Management
- Respond to requests for parcels and documents to be couriered nationally and internationally, contact courier company and supply JSE account number, provide collection and delivery information, size and special instruction, request quotation, get approval from sender and assign to departmental cost centre or personal costs as may be the case.
- Reconcile documents received from the courier company with internal source document to ensure all items are accounted for and then follow up if need been sure international parcels comply with customs and excise requirements by verifying content and delivery information is accurate to ensure timely delivery.
- Administer the courier process by filling in weigh bill with accurate information, informing courier company of a collection and follow up to ensure effective and efficient courier process.
- Receive invoices from courier company, update the spreadsheet provided by the courier company inserting the necessary information to facilitate allocation of costs to specific cost centre, scan and send to Finance to be captured on payment system.
- Respond to requests from clients by understanding the clients request and escalating requests that cannot be addressed personally to management for assistance or guidance as may be the case.
- Conduct cost comparisons by requesting a second quotation for courier services to ensure cost saving for JSE should the current supplier be deemed to be costly.
- Keep record of all details of couriered item to follow up on any queries.
- Follow up on incorrect addresses by sending the correct address allowing the courier company to rectify.
- Ensure instructions are clear and verify delivery information before a parcel goes out to ensure challenges are avoided.
- Familiarise self with all staff and departments and reporting structure to determine end user billing.
- Coordinate incoming and outgoing mail to ensure documents are delivered accurately.
- Mitigate risks by being clear about special instructions and by communicating with stakeholders and escalating to find an alternative solution.
- Log and process outgoing and incoming special and certified mail aiding timely communication to and from the JSE.
- Ensure franking machine serviced on time and that sufficient funds are loaded onto the machine in advance of being used, follow the procedures required for this task.
- Use postal franking for outgoing mail to ensure cost saving for the JSE. To ensure correctly franked mail request that JSE driver doing postal collections have mail weighted to frank correctly.
- Frank all mail for posting via Post Office and charge relevant department.
- Balance the postage costs from franking machine with the amounts charged by the post office. Print report for each franking service performed so that there is a control for the applicable cost centre and update the log which must be submitted to Finance on the first day of the new month.
- Send out registered mail by verifying items are addressed correctly and franked correctly to ensure end destination reached Monthly cost allocation to manager for sanity check prior to submission to Finance.
Self-Management
- Improve personal capability and professional growth in line with JSE objectives by discussing development needs and proposed solutions with management.
- Be an effective team member encouraging teamwork and freely sharing knowledge.
- Visibly live the JSE values contributing to the achievement of divisional objectives.
- Manage self in terms of development, delivery and act as a self-starter.
Transformation and Innovation Management
- Identify, share and implement value adding improvement/innovative ideas and solutions contributing to divisional and JSE results.
- Matric and PC literate.
- 1 - 2 years working experience in administration or 5 years’ experience with a grade 10.
#J-18808-Ljbffr
