Administration Manager

1 week ago

London, Ontario, Canada National Cable Specialists Full time
Administration Manager

Status:
Regular, Full time

Location:

London, Ontario
Job Description

Reports to:
Branch Manager

Work Hours:
Monday-Friday: 8:30am-5:00pm

KEY ACCOUNTABILITIES:

  • Ensure just in time purchases of stock (Utility, Telecom, Data & Security), nonstock and project at below market pricing (25%);
  • Receiving: Receives all incoming goods (vendor POs and Customer returns) in our Rubicon ERP system in a timely and accurate manner (20%);
  • Ensure WD reduction targets are met for respective products purchased (10%);
  • Ensure accuracy of purchases made for stock, nonstock and project buys (10%) ;
  • Ensure successful completion of yearly cycle count audit (10%);
  • Support Staff: Sales, Administration, Operations, etc. (10%);
  • Accounts Payable trade finalization and batching in an accurate and timely manner (10%) ;
  • Ensure just in time purchases of warehouse/inventory supplies at below market pricing (5%).

DUTIES:

  • Ensure all job functions are performed in accordance to the Guillevin Standard Practice Instruction (SPI) Manual;
  • Work with our Receiving department in a coordinated manner to process all incoming material for inventory in our ERP system;
  • Fill customer backorders as material is received in our ERP system. Once filled, communicate the filling of backorders to the sales team so they can coordinate backordered shipments with customers;
  • Provide after billing sales support to customer orders;
  • Provide local HR assistance (payroll, pension and benefits) for NCS & Noramco employees in Ontario;
  • Provide local IT assistance for NCS & Noramco employees in Ontario;
  • Quarterback all system modification requests for Ontario business;
  • EnsurE that all accounts payables trade is finalized;
  • Collaborate with all other department managers to ensure department processes are being optimized;
  • Utilize the continuous improvement meeting method with peers and/or own department to ensure all bottlenecks are resolved as they surface;
  • Communicate closely with Ontario Business Manager on all department issues, development and opportunities within the administration department;
  • Work closely with Ontario Business Manager to review roles & responsibilities and team performance to ensure high service levels are maintained;
  • Cycle counts administrative support for purchasing team;
  • Assist administration staff with any issues and inquires;
  • Manage and lead our cycle counts process conducted throughout the year and ensuring that we complete at least 4 cycle counts per year;
  • Work with sales person on managing Eastlink contract inventory stored in our warehouse;
  • Ensure we are scrapping on a continuous basis, wire & cable short lengths, nonmoving stock, damaged reels, etc. in accordance with our monthly scrap value allocation;
  • Maintain and replenish stock on warehouse/ inventory supplies;
  • Work with sales team to preemptively sell product that is scheduled to go on write down in the near future;
  • Conduct market research;
  • Procurement of everyday Stock items (Data & Security/ Utility/ Telecom) in a timely manner and work with the Sales and Admin team to purchase nonstock items;
  • Analyze and monitor the industry and material cost trends, new technology evolvement to proactively identify supply base issues to minimize risk, protect the continuity of supply, and utilize emerging opportunities;
  • Evaluate and optimize the existing supplier base to ensure it is aligned with established sourcing strategies. Activities include supplier consolidation, alternative supplier identification, and migration, product reallocations, etc.;
  • Monitor Lead times with preferred vendors and make purchasing decisions accordingly;
  • Monitor inventory levels and writing orders to refill stock;
  • Expedite delivery commitments from vendors to ensure on time deliveries. If changes to delivery schedule occurs, updated delivery scheduled to be inputted in our ERP system;
  • Ensure proper service levels are met;
  • Evaluate and continuously improve logistics processes to reduce the product shipping costs, activities include carrier identification, shipping modes/ routes optimization, shipments consolidation, etc.;
  • Collaborate with the sales team and support the sales team on product development and sourcing. Activities include identifying new suppliers for new products/materials, obtaining costing information, managing new product qualification processes, establishing the supply chain infrastructure, and managing the associated projects, etc.;
  • Coordinate with internal shareholders and external suppliers to manage RMA's and corresponding credits and debits;
  • Processing of customer material returns (returns to be sent to vendors or back into our stock) for products that fall under responsibility;
  • Liaise with delivery and warehouse teams to ensure goods are received on time;
  • Manage IBT requests from other branches for products that fall under responsibility;
  • Update all records of purchased products;
  • Support staff in the organization of Lon

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