Posthumus - Office Manager - Cape Town, South Africa

Nicolette Posthumus

Cape Town, South Africa


Office Manager

  • Full time
  • Part time
  • One time
  • Contract
  • Temp


Managing staff
Decision making in terms of discount to be given to secure deals
Retail liaison, including staff training and maintaining relationships
Tracking of monthly actual vs budget
Motivation of staff and ensuring that they have enough sales leads to follow up on

Work History

Office Manager

Cape Town Branch

May 2013 - May 2014

• Supervision and motivation of Sales Team
❖ Ensuring that Training Team has adequate leads and database the follow up on ❖ Ensuring that invoices processed are paid
• Tracking of daily and monthly sales statistics to ensure that target is met by the Sales team
• Daily distribution of sales statistics to consultants - quote values, incidents and call stats
• Handling of queries and complaints (staff and clients)
• Follow up on quotes where required
• Research and implementation of new sales initiatives within all revenue streams
• Strategic planning and initiation of activities resulting in increased revenue
• Co-ordination of all end-users and channel workshops/events

Channel • Close monitoring of figures and statistics of Channel partners
• Initiation of activities that will boost sales revenue
• Establish rapport with Channel partners resulting in valuable business discussions

• Weekly visits to retail stores to:
❖ Ensure adequate stock levels are maintained and in-store displays are neat and in prime position
❖ Determine need for training and staff members
❖ Brief retail staff members on promotions and new products
❖ Establish and maintain relationships with managers and staff

• Checking and signing off administrative documents (Petty Cash recon, Credit Card recon, Credit Notes, Credit Card payment allocations, banking receipts and discounts given

• Initiating and implementation of automated and streamlined approach to admin tasks
• Maintaining asset register

PERIOD 17 October 2005 - 10 June 2011

(most recent first)

Category Manager
Trade Marketing Specialist
Customer Marketing Analyst
Data Administrator

COMPANY Vital Health Foods (Head Office - Kuilsriver)

Category Analysis
• Manage data suppliers relationships (Spar Insights, Synovate, Dis-chem Qlickview)
• Category Management of Spar

❖ Managing monthly Insight data in conjunction...

Rebate / Debtors

Shoprite Checkers t/a OK Franchise Division

February 2003 - October 2005

PERIOD 1 February 2003 - 14 October 2005

POSITION HELD Rebate / Debtors
COMPANY Shoprite Checkers t/a OK Franchise Division (Head Office - Brackenfell)

RESPONSIBILITIES • Solely collecting Rebates and Adspend as per agreement with Suppliers for entire OKFD
• Invoicing Suppliers and following up on outstanding payments
• Compiling Monthly Report reflecting this year's income per supplier compared to last year's, also comparing the respective years turnover. Supplying explanations for top 25 Suppliers with differences.

• Calculating Turnover growth and invoicing accordingly
• Allocate amounts received as per bank statement on a daily basis
• Supplying vendor details to Suppliers (Head Office and other divisions)
• Supplying Copy Tax Invoices / Certified copies
• Electronically capturing receipts
• Banking cheques and other deposits (cash)
• Sorting out discrepancies i.r.o. Turnover figures
• Collection of outstanding Promotional Invoices (made out by marketing department)
• Allocating all sundry income (bad debt, listing fees, bank guarantees)
• Arranging journals to be done in case of incorrect allocations
• Splitting payment between different supplier accounts (normally different Rebate percentages are applicable for different products), allocating VAT as per their workings (not necessarily 14% due to Namibian and Botswana sales)

• Handling queries from ± 200 Suppliers
• Liaising with bank(s) regarding unknown deposits

Fleet Administrator

Shoprite Checkers

February 2001 - January 2003

(Head Office - Brackenfell)

RESPONSIBILITIES • Updating Stannic information (cost centre changes, driver changes etc.)
• Maintenance of Pool vehicles and organising vehicle services
• License Renewals of company vehicles
• Daily bookings of pool vehicles
• Distributing traffic fines
• Reconcile pool vehicle reports
• Handling queries from Stannic and other Divisions
• Ordering of New card / Replacement cards from Stannic
• Issue orders to suppliers e.g. ordering of new vehicles, number plates and keys etc.
• Obtaining quotes from suppliers such as Delta, Toyota for the purchase of new vehicles
• Distribute changes with regard to vehicles/drivers to appropriate departments such as personnel and asset register
• Obtain quotes from Second hand dealers for vehicles to be sold
• Maintain attendance register for Cleaners and Drivers
• Receive invoices from suppliers and allocate for payment
• Update monthly schedule for Sold Vehicles
• Coordinating drivers' functions i.e. collecting/delivery of parcels, collecting visitors from the airport, taking vehicles for services etc.

Sales Administrator

Barlows Equipment Company Bloemfontein

April 1999 - January 2001

(now Barloworld Equipment)

RESPONSIBILITIES • Compiling RPI's (Request to Purchase Inventory) and submitting it to Caterpillar
• Machines' Invoicing and processing order intake
• Monthly updating and compilation of machine forecast
• Compiling Annual Budget for machine sales
• Making all arrangements relating to machine sales e.g. Transport, additions to machines such as tyre swops and Travel permits etc.

• All admin responsibilities including recons, payment of invoices, sales allocations etc.
• Updating all machine information on Mainframe as to maintain stock cards
• Determine Cost of Sales, Selling Prices and Gross Profits for Commission purposes
• Processing credits
• Liaising with customers regarding delivery dates etc.
• Handling trade-ins, depreciation schedules etc.
• Supplier enquiries with regard to machine specifications
• Licensing and Registration of machines
• Sundry stock control
• Compiling the monthly sales journal
• Compiling price runs on the different models ($ conversion to R)
• Applying for and compiling SPAR's (Special Pricing Assistance Request)
• Compiling the GM's report for the annual audit
• Stock card adjustments
• Issuing orders to other departments and suppliers
• Allocating invoices
• Typing machine quotes
• Arrangements with regard to Forward Cover taken for imported equipment
• Compiling claims for damaged equipment and Pin Win Claims (Credits to be received from Caterpillar)

Secretary to Government Account Manager

Barlows Equipment Company Bloemfontein

October 1997 - March 1999

PERIOD 1 October 1997 - 30 March 1999

POSITION HELD Secretary to Government Account Manager
COMPANY Barlows Equipment Company Bloemfontein (now Barloworld Equipment)

RESPONSIBILITIES • Telephonic liaison with customer and general office duties
• Travel and accommodation arrangements
• Capturing of data (customers, machines etc.)
• Correspondence
• Meeting minutes
• Ordering of Literature
• Issuing orders for local purchases
• Compiling tenders
• Preparing presentations
• Download data from mainframe
• Consulting customers with reference to credit purposes
• Handling all arrangements for exhibiting at Nampo and other promotional shows i.e. golf days

Secretary to the Senior Area Manager and Area Business Manager

May 1995 - September 1997

COMPANY GKN Chep (now Chep South Africa)

RESPONSIBILITIES • Travel and Accommodation arrangements
• Preparing presentations for customers (Statistics and Graphs)
• Compiling Bulk Bin and Cage Estimations
• Minutes at Management and Marketing Meetings
• Arranging functions, training sessions and meetings
• Handling confidential correspondence as well as leave and other personnel related issues
• Calculation figures for and compiling the monthly Marketing Report
• Designing internal administration forms
• General secretarial duties
• Ordering of company stationery, business cards etc.
• Sending and receiving E-mail on behalf of all office staff
• Handling customer enquiries (movement on accounts)

COMPUTER LITERACY • Microsoft Windows (MS Word, Excel, and Power Point)
• Microsoft Outlook, Outlook Express
• Internet
• PROSIS and other Cat related programs, Syspro, Eezi-info, Cognos Powerplay, MS Access, Sage Evolution and Netadmin

• Microsoft Word (Advanced)
• Microsoft Excel (Advanced)
• Microsoft PowerPoint (Advanced)
• Marketing Management 101

Qualifications & Certifications

Douglas High School

Technikon OFS

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