Inside Operations

• Manifest (via Covestone)

1. Executing CEC orders on a timely basis and contacting customers with relevant delivery information regarding agreed delivery date and time.
2. Ensures that all request for products. are dispatched immediately to the designated sales personnel for delivery in keeping with customer’s request.
3. Calls customers as needed to advise as to any changes / delays in delivery.
4. Assign orders and drivers to the manifest or reassign to a particular route for delivery if needed.
5. Ensure urgent orders in the manifest are addressed and communicated to the driver to ensure delivery.
6. Follows up on a daily basis with the manifest at strategic intervals to ensure orders are assigned and deliveries are being completed.

• Route Sheet Management

1. Reviews the Customer Route Sheet from the prior day’s sales and seeks explanations from all drivers as to non-adherence to same including sales variances.
2. Provides the current day’s approved customer route sheet for customers PLUS customers not serviced from the prior day’s route sheets.
3. Ensures that the approved customer route sheet customers are adhered to by all drivers and communicates immediately to the Sales Manager all instances of non-compliance to same.
4. Ensures all requests made by Drivers/Salesmen/Contract Distributors are fulfilled;

• Relays for Drivers
• Stock for Contractors

1. Communicates immediately with the Sales Management to address and resolve all issues with reference to delivery.
2. Reviews the Customer Route Sheet to ensure all depots are ‘active’. Communicates to the Sales Manager on any depot that is ‘inactive’ for cylinder sales.
3. Tracks the progress of Salesmen against agreed sales targets investigates variances through discussions with them and liaises with the Sales Manager on a timely basis in order to develop strategies to correct same.
4. Vehicle Tracking – reviews reports on vehicle usage including but not limited to hours worked, start and stop times and area coverage.

• Customer Complaints Resolution- (within 24 hours or less of receipt of complaint)

1.  Works with the Sales Manager for the speedy resolution of all customer complaints and communicates with customers on resolution of complaints/concerns immediately once the issue has been resolved.

• Daily Cash Reconciliation

1. Ensures that all Daily Cash Reports (D.C.R’s) are reconciled in absence of Company Cashier when vehicles have returned to the compound. All variances are to be communicated to the Sales Manager immediately.
2. Collects, (in the absence of the Company’s Cashier), all cash and cheques pertaining to gas sales and secures same in the vault, ensuring that the procedures for the collection and vaulting of cash is adhered to at all times.
3. Issues bill books to drivers in keeping with set policy and procedure.
4. Issues cash receipts and charge bills for all office sales in keeping with set policy and procedure.
5. Handles office sales 

• Dispatching

1. Dispatches, in conjunction with the Sales Manager the sales vehicles on a daily basis and assigns labour to the relevant trucks, ensuring that there is adequate coverage in all areas and that all customers are serviced as scheduled.
2. Ensures particular device is assigned to appropriate Driver before he/she exits the compound.
3. Ensures all Drivers are equipped with bill books, printers and terminal paper before they exit the compound
4. Ensures the collection and inspection of devices are completed upon Drivers return to the compound. All non-conformances or abnormalities of devices should be reported to the Sales Manager
5. Ensures all devices are docked and charged upon Drivers return to the compound in order to prepare for the next day Sales

• Sales Analysis Reports 

1. Prepares and submits to the Sales Manager documenting:

• areas serviced
• sales value
• new customers- value
• dormant customers
• replacement customers
• sales compared to the preceding month.
• issues encountered and resolutions

• Management Reports

1. Prepares the following reports and submits to the Sales Manager in keeping with established timelines:

• monthly sales variance (1st working day of new month)

• Office sales

1. Ensures processing of sales for the fill stations and office sale products.

• Contractor sales

1. Ensures daily processing of DCRs and/or invoices for all contractors of Sales 

Outside Operations

1. Supplies diesel to trucks as requested, records and get necessary signatures on Daily Balancing Sheet – Own Use Fuel Tank. Ensure at the end of each business day that all diesel dispensed is reconciled.
2. Using the GPS the STL monitors daily vehicle usage.  Advises the Sales Manager on areas of concern re:

• hrs worked
• start and stop times
• extent of route coverage
• speed within assigned routes

So that timely action could be implemented to correct adverse issues.

1. Verifies stock of upon trucks upon exit and entry from compound with the Inventory Controller and the Security Guard.
2. Ensure proper organization and management of the ramp.

• Vehicle Check In/ Check Out

1. Ensures that all bulk sales trailers are weighed every morning and that they carry an average weight of 4.2 lbs per gallon and that same is recorded on the Daily Sales Report.
2. Reports to the Sales Manager the status of all sales vehicles on a daily basis to ensure that there are road-worthy vehicles to service all areas.
3. Liaises with the garage on all vehicle breakdowns and communicates immediately with the Sales Manager in the event delays to repairs are encountered with the garage team.
4. Verify and confirm that the information is correctly uploaded to the vehicle load tab.
5. Works closely on a daily basis with the Sales Manager South to ensure that there is adequate labor to conduct the division’s daily sales.
6. Checks the status of all vehicle check list items together with the Security, Inventory Controllers and Salesmen.

 
Minimum Acceptable Academic/Technical/Professional Qualifications:
 

1. Five (5) CXC O’level subjects including English Language, Mathematics

Maximum number of years of Relevant Experience

1. Three (3) years working experience with some supervisory experience       

Specific Skills /Experience and/or Knowledge

1. Certification in Sales/Marketing
2. Computer literate with at least a basic working knowledge of Microsoft Word and Excel.
3. Good customer service, oral and written communication skills.
4. Must be willing to work on a rostered shift basis.