Account Assistant - RCL Foods

RCL FOODS is on the hunt for an Account Assistant to join our Foodservice Team in the  Vector Logistics Division. This individual will need to ensure that all aspects of daily Customer/QSR admin and service queries are addressed, and act as the front line administrative information conduit for customers and other Vector departments.

To build a deep understanding of Customer/QSR operations and ensure efficient and accurate data capture of workflow data updates and changes. 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

Account Administration

• Implement administration on updated service level agreements.

Project administration:

• Update project plans for a new take on projects –Customers as well categories example new vendor 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 the required process to ensure implementation in the Vector system
• Ensure all data is correct and captured accurately
• Ensure credit applications are completed and returned to suppliers within agreed timeframes
• Ensure that the necessary documentation is filed accordingly
• Monitor and follow up to ensure that new stores are opened in time and credit limit increase requests are actioned and feedback is provided to the customer.

Key Account Management

• Maintain product pricing file and communicate to central pricing/EDI for update
• 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

• Support finance department with supplier reconciliation queries and required follow-up.
• Provide administrative support for monthly, quarterly, and ad hoc charges (e.g. chicken incentives; rebates; storage for overstocks). Ensure that annual and interim fee adjustments are implemented.
• Monitor daily EDI rejection reports and resolve price discrepancies. Follow up with the  customer service center and ensure rejected orders are re-ordered

Manage overstocks and compile the risk reports on risk stocks

• Ensure administration and communication internally and externally around NOD/NDD changes occurs according to agreed parameters
• Provide weekly and monthly reports on service levels; activity level reports and monthly DSCs for customers and the Account Managers.
• Ensure administration and communication on supplier and product take-on and exits.
• Manage the calendar of business reviews and update the template before every meeting with the sales of the previous month, including the analysis
• 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 the correct data)
• Capture the data on the workflow document on the intranet
• Communication (within Vector and its partners)
• Handle communication about stock and associated issues; engaging with the Customer service Centre and Supply Planning daily
• 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 ad hoc requests.
• Provide reports on non-compliance of both Vector and Customers to relevant Vector Stakeholders.

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 being 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 a 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.
• Participate in and drive regular performance appraisals and ensure that own targets and goals are clear and achievable.
• Maintain a basic appreciation and awareness of employee relations climate and ensure corrective action is taken where required in line with relevant legislation and company policy.

Minimum Requirements    

• Bcom Logistics/ Supply Chain or similar Diploma advantageous
• Valid Code EB drivers' license
• 3 years of account or general administration experience preferably in an FMCG sales environment
• SAP/BW experience is necessary
• Proficient in Excel
• Customer service experience
• Attention to detail