JJ Food Service Limited
Internal Freezer Team Leader/ Office Administrator
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To be considered for this position Internal Freezer Team Leader / Office Administrator you must be a current employee of JJ Food Service Ltd.
Group
Operations
Branch
Manchester
Team
Shared Resources Team
Job Type
Part Time
Job Role
Freezer Team Leader / Office Administrator
Report To
- Branch Manager
- Deputy Branch Manager
- Warehouse Manager/Senior Freezer Team Leader
Reported From
Allocated Manchester Operations Operative
Primary Responsibility
Provide a comprehensive efficient, effective and responsive administrative service in order to support a smooth operation of business within the Branch.
Lead, organise and direct the workflow of frozen goods in accordance with documentation.
List Areas Of Daily And Long-term Responsibilities
General Administration
- Maintain MS Outlook, ensure telephone, email and other queries are dealt with to a high professional standard ensuring information is accurate and in a timely manner.
- Ensure and maintain confidentiality in accordance with GDPR.
- Maintain excellent customer service, process sales quickly, accurately and efficiently, cash register operations and safeguard company assets.
- Generate sales leads in order to promote sales of JJ Food Service products and increase annual turnover in line with sales targets.
Freezer Operations
- Lead the process of workflow of frozen items for collection and delivery ensuring orders are correct.
- Communicate with Stock Control team for maintenance of accurate records.
- Maintain the products and the freezer & chiller temperature.
- Ensure that goods are stored and picked at the agreed quantities, right temperature and intact packaging, free from damages and pest infestation.
- Ensure that freezer and chiller are running at the correct temperature, and the integrity of products is maintained.
- Tour the freezer regularly, talking to colleagues and customers to identify or resolve urgent issues.
- Ensure security of the stock and warehouse environment.
- Ensure there is effective communication amongst team.
- Attend and provide feedback in management meetings.
- Identify strategies to implement cost reduction measures in activities of freezer environment.
- Cover for other roles within the Warehouse where necessary.
Human Resources
- Administration of the recruitment process, liaise with line managers for Vacancy Request Forms and Individual Record Forms.
- Correspond with applicants for interview invitations, acceptance or rejection documentation.
- Communicate with third party providers, where necessary and as authorised by the Human Resources Team.
- Ensure all employees are fully trained according to their job role.
- Deliver all required training programmes compulsory for inductions and provide re-training for existing employees.
- Maintain and check all training records to ensure correct completion of documentation.
- File relevant paperwork and training records within personnel files.
- Monitor staff performance and conduct appraisals, performance reviews and probationary meetings.
- Manage employee relationship issues.
- Set employee attendance and payments to the system accurately and on time.
- Encourage and support employees to participate in training.
- Observe the results and provide feedback to contribute to the evaluation process.
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Customer Collection
- Interact with customers and input orders to the system for collection.
- Provide an efficient, customer focused service when dealing with queries and complaints.
- Counting drivers monies.
- Maintain record of daily opening and closing balance.
- Input transaction entries into system.
- Respond efficiently to queries and respond with appropriate information on products and services.
Transport
- Support the Transport Team by preparing documentation and information as required.
- Ensure drivers stick to driving regulations. Check tachographs on a daily basis and ensure compliance with break and driving regulations.
- Correlate details of new drivers and forward to VMU for insurance purposes. Every six months carry out driver licence checks for drivers and anyone registered to use company vehicles.
- Liaise with VMU with regards to MOTs, tail lift bookings and servicing requirements.
- Book and oversee servicing and safety checks, freezer and tacho calibrations and road tax requirements.
- Correlate information when accidents happen and ensure relevant reports are completed and communicated to VMU.
- Stock check and invoicing of vehicle parts.
- Maintain invoices and receipts from fuel cards.
- Process parking tickets and maintain records.
Credit Control
- Ensure correct billing and procurement of payment for products.
- Input accurate credit amounts for customers and receipt drivers' routes manually when devices are unavailable.
- Take credit/debit card payments in accordance with company procedures.
- Credit accounts if shortage of physical stock to invoiced items.
- Adhere to company billing/registration processes.
- Maintain up to date information on all customer interactions on the task history database.
- Check daily outstanding balances from reports sent by Head Office and deal with accordingly.
- Inform Credit Control of any issues drivers may face on the road regarding non-payments or short payments.
Health and Safety
- Resolve health and safety, legal and security issues.
- Ensure freezer, workplace and work equipment are safe for workers, visitors and contractors.
- Ensure employees are trained on how to do their job and adhere to Health & Safety guidelines.
- Ensure accidents are investigated and corrective actions taken to prevent recurrence.
- Ensure good housekeeping and company properties are maintained in good order.
- Report any damage of company property to the relevant department.
- Liaise with H&S/QA department on health and safety and food safety issues.
- Complete relevant administration in regard to customer complaints, accident reports, training needs and investigation records.
- Follow and promote relevant Company, HSE and Quality standards.
- Ensure compliance in accordance with CMI, ISO standards and DVSA regulations.
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Other
- Provide feedback to enhance product performance, service delivery and temperature control.
- Seek to improve relations with regard to the provision of efficient communications to facilitate product development and issue management.
- To ensure that the company internal/external customer care & equal opportunity policies are adhered to at all times.
- Ensure compliance with policies and procedures for Health & Safety.
- Adhere to all company policies, procedures and business requirements.
- Undertake additional tasks and responsibilities as may be reasonably expected of the role and as necessary in order to achieve the objectives of the department and JJ Food Service goals.
- Maintain confidentiality in accordance with the General Data Protection Regulation (GDPR).
Education
4 GCSE’s A-C including English and Mathematics or equivalent qualifications
Relevant work experience will be considered
Physical Requirements
Lifting: The job will involve manual handling (lifting or moving products or equipment). You will be provided with training to undertake manual handling safely, using the equipment provided where necessary.
Physical requirements: pushing, pulling the trolley to carry the above items occasionally.
Equipment: Pump trucks, forklifts, reach truck. You will be trained to use appropriate equipment depending on the load you are required to lift.
Skills
- Thorough product knowledge
- Strong team building capacity
- Excellent communication and 'people skills'
- Actively listen to others to understand their perspective and ensure continuous understanding regardless of communication channel or audience.
- Forklift licence is preferable
It is an express condition of employment that you are prepared, whenever necessary, to transfer to alternative groups or duties within our business. During holiday periods, etc. it may be necessary for you to take over some duties normally performed by colleagues. This flexibility is essential as the type and volume of work is always subject to change, and it allows us to operate efficiently and gain maximum potential.
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