Depot Assistant

Job Purpose

• To support depot efficiency by ensuring compliance with company policies, regulatory standards and operational best practices while providing oversight in reporting, audits, and customer service management.

MAIN ROLE AND RESPONSIBILITIES: –

• Order & Sales Management
• Receive, authorize, and process sales orders and invoices.
• Reconcile salesmen’s accounts (cash and stock) and confirm payments.
• Collect cheques, manage direct cash sales, and ensure proper allocation of payments.
• Stock & Inventory Control
• Ensure accurate stock records in both physical and system (Syspro) dashboards.
• Follow FIFO dispatch, manage returns/disposals, and prevent stock losses.
• Oversee fuel and mileage records for depot trucks.
• Financial Administration
• Handle petty cash payments and balances.
• Verify invoice accuracy before posting.
• Prepare and dispatch customer statements, monitor debt ageing, and support credit control.
• Reporting & Documentation
• Prepare weekly and monthly depot activity reports.
• Generate administrative and cost-control reports.
• Verify contracts, key account documents, and maintain compliance records.
• Depot Operations & Staff Management
• Deputize for the Depot Administrator and oversee depot staff, drivers, and salesmen.
• Maintain depot cleanliness, orderliness, and operational discipline.
• Handle any additional assignments as directed by the Depot Administrator.

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

• Must be a graduate in Business Studies or Accounting.;
• Must possess at least Part 2 of a professional accounting qualification; CPA (K) or ACCA will be an advantage;
• Must have KCSE grade C+ and above;
• Computer literate with strong competence in MS office package to include Excel, access and power point;
• Experience with the accounting packages and ERP’s to include QuickBooks, Sage, or Syspro, knowledge of Syspro will be an advantage;
• Effective and impactful communication, good negotiation, problem solving and presentation skills; and
• Must have minimum 3 years’ experience in warehouse management/inventory management