OFFICE ADMINISTRATION
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OFFICE ADMINISTRATION - Leaderboard
OFFICE ADMINISTRATION - Details
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| 🇬🇧 | 🇬🇧 |
| Functions of the Sales Department | Maintain sales records following up with customers ( after sales service) liaise with other departments monitor stock control |
| The functions of the marketing department | To plan marketing strategies; Publishing – e.g. using company brochure, fliers or catalogues; Liaise with other departments; To provide information on new products; Organize promotional activities (example. advertising, sales promotions such as trade shows, car shows, sampling, discounts or ‘sale’ events or giveaways) |
| Some of the functions of the Transport department include: | The delivery of finished goods using the firm’s own vehicles; Maintaining and servicing its own vehicles; Sourcing vehicles from other companies to distribute the goods; (outsourcing) Maintain a database for all vehicles operating in the country and issue licenses for drivers |
| Maintaining sales records | This consists of when the sale is made information on the transaction is recorded on the database that contains the names, address and order history for every customer. |
| Marketing process | Identifying the needs of customers promoting the products and services arranging for the distribution of the products and services determining the price developing and producing needed products and services |
| ATTRIBUTES OF THE SALES CLERK | Be loyal and trustworthy; Be patient; Have a tidy and professional appearance; Be a quick learner; Be an accurate typist; Have strong computer skills |
| DUTIES OF THE TRANSPORT OFFICE CLERK: | Handle enquiries from customers regarding the status of their freight; Handling complaints from customers; Communicate with drivers and delivery men; Maintaining transport documents such as delivery schedules and destinations sheets; and Text Box Liaising with other departments. |
| ACCOUNTS OFFICE: | The Accounts office will be responsible for paying the wages and salaries of workers in the Despatch and Transport offices. |
| The Operations Office | This will manufacture the goods that will be handed over to the Despatch and Transport Offices to be passed on to customers. |
| The Human Resource Office will be responsible for: | Training the workers; Recruiting workers to fill vacancies in the Despatch and Transport Offices; Dealing with all aspects of staff welfare |
| The Procurement Office | This will be responsible for purchasing supplies, equipment, motor vehicles and motor vehicle parts needed to run the Despatch and Transport Offices effectively. |
| The Despatch and Transport Office will need to maintain contact with the Sales Office in order to: | Verify orders from customers; and Confirm addresses of customers. |
| DESTINATION SHEET | This is used by Transport Offices that make their own deliveries and need to manage a large fleet of vehicles. This is usually prepared daily and assigns each vehicle and driver to a specific route |
| Information on a destination sheet includes | The driver’s name; The contents of the delivery; The destination. |
| DESTINATION SCHEDULE | This is given to each driver at the beginning of each day to outline all the deliveries that he/she will be expected to make. |
| DELIVERY NOTE | This contains the quantity, description and sometimes the cost of the goods being delivered. The driver of the delivery vehicle will obtain the buyer’s signature on a copy of this note and return it to the seller as evidence of delivery of the goods. |
| ADVICE NOTE | Also known as an advice of shipment, this is from the seller to the buyer to inform them that the goods ordered are on their way. This may also be accompanied by a copy of the invoice and a bill of lading. |
| BILL OF LADING | This is presented to the shipper from the carrier or its representative, as evidence of a contract to carry the goods from the port of embarkation to the port of destination. This is also acts as a receipt of the transaction and serves as a title or proof of ownership of the consignment |
| Information contained in the bill of lading includes | The list of goods being transported; The number of packages; The name of the vessel/carrier; The dates of arrival and departure; Names of consignor and consignee; Names of ports of departure and destination |
| AIR WAYBILL | This document is also known as an air consignment note. It is used when the consignment is being transported by air. This represents a contract of carriage and a receipt for the consignment; however, it does not serve as proof of ownership |
| Insurance Certificate | This certificate represents a policy that was taken out to cover the loss or damage to the cargo during transportation. Coverage can also be taken out against delay and pilferage. Depending on the agreement, either the buyer or the seller may be responsible for taking out the insurance coverage. |
| Import and Export Licenses | These are documents issued by the Government, authorizing the going and coming of certain goods. Governments may issue these licenses in order to protect the environment or the economic stability of the nation. |
| The certificate of origin | This is an international trade document that is used to verify the country that the goods are shipped from. This may be required because of established free trade areas and varying customs duty fees across the world. Some countries have also placed bans on goods coming from certain countries as well as imposing quotas which limit the amount of goods that can be imported. |
| Freight Note | This is referred to as “freight notation”. It appears on invoices to tell who will pay or has paid for the freight and where. Examples of such notation are “freight paid” and “freight prepaid” and “freight payable and destination.” |
| Customs Entry Form | This form will be completed by an importer to declare information on the goods being brought into a country. The Customs Officer will assess the goods and levy the appropriate customs duty. |