Econo Foods is a South African food distributor and retailer specializing in frozen and chilled foods, groceries, and fresh produce. It has both retail stores for the public and a wholesale food service division that supplies the hospitality and food service industry. The company was founded in 1996.

PURPOSE OF THE ROLE

• The purpose of the Outbound Clerk is to manage invoicing, process transfers, and communicate stock outs to sales. Their role is essential in ensuring accurate billing, efficient transfer of goods, and effective communication with internal teams and customers.

KEY RESPONSIBILITIES

• Deleting stock outs and communicating to sales: Identifying and removing stock out items from the invoicing and dispatch process, and promptly communicating the availability status to the sales team to manage customer expectations.
• Invoicing (including weight capturing): Generating accurate invoices for dispatched goods, ensuring proper documentation of quantities, prices, and capturing weight data as necessary for billing purposes.
• Processing transfers: Managing the transfer of goods between different locations or departments within the organization, ensuring proper documentation, recording transfer details, and updating inventory records accordingly.
• Order verification: Reviewing and verifying customer orders, ensuring that the invoiced items match the requested products, quantities, and pricing, and resolving any discrepancies or issues that may arise.
• Data accuracy: Ensuring the accuracy and completeness of invoicing and dispatch data, maintaining proper records, and documenting relevant information for auditing, financial reconciliation, and reporting purposes.
• Communication and coordination: Collaborating with various departments, such as sales, warehouse, and logistics, to coordinate and communicate order fulfilment, invoicing, and dispatch activities, resolving any queries or issues that arise in a timely manner.
• Compliance: Ensuring compliance with relevant laws, regulations, and company policies pertaining to invoicing, dispatch, and data privacy, and maintaining confidentiality and security of sensitive information.
• Continuous improvement: Identifying opportunities to improve invoicing and dispatch processes, suggesting and implementing efficiency-enhancing measures, and contributing to overall process optimization and customer service improvement.
• Record keeping and reporting: Maintaining accurate and organized records of invoicing and dispatch activities, generating reports as required, and providing insights and analysis on performance metrics to support decision-making and improve operational efficiency.
• Adhering to safety guidelines and using appropriate personal protective equipment (PPE) when performing duties to mitigate potential risks.
• Establishing and fostering a safe work environment and overall safety compliance.
• Operate within safety standards.
• Attend and participate in meetings and support the team in achieving the goals of the operation.
• Attend coaching and training.
• Contribute to the overall achievement of the team’s goals.

Requirements

QUALIFICATIONS & EXPERIENCE

• Grade 12 (Matric) certificate or equivalent qualification.
• Proven experience of at least 3-5 years in a similar position, with a preference for experience within the FMCG Retail industry.

COMPETENCIES REQUIRED

• Building and maintaining relationships with strong interpersonal skills – living out the company values and unique HO HOLA culture.
• Friendly, helpful, confident yet humble, and able to work well in a team.
• Ability to work in a highly competitive, fast-paced past and dynamic environment.
• Excellent communication and interpersonal skills. With the ability to communicate fluently in English (written and verbal).
• Comprehensive knowledge of Microsoft.
• Accuracy and attention to detail.