Rachel Nomcebo Mahlalela Reagon

Oak & Vinyl Installations Silo:

• Creating a digital and physical project file with all applicable documentation from the quoting stage of the project to the final sign-off of the project
• Creating sales orders & invoices
• Communicating payment amounts & deadlines with clients and ensuring funds have cleared before any work commences
• Sending purchase orders to installers, and arranging for their deposit and balance payments when required
• Ordering specified trim items for individual installations – solid oak & aluminium trims, ceiling substructure materials
• Receipting & API’ing installation item purchases monthly so that the accounting department can process payments
• Keeping track of all the labour, consumables & installation item expenses that need to be recovered from the income of the deal at the end of the project
• Keeping stock of standard installation consumables, namely the glue required to secure the oak flooring and the moisture barrier required to prep the flooring substrate. These items are required for every installation, and they get used quite quickly. It is therefore imperative to ensure stock levels are kept at a certain level through out the year, especially in the busier times when they are in high demand
• Logging delivery of installation materials with our transport department. Making prior contact with the builder or project manager onsite to ascertain site readiness
• Monthly deal summaries of projects on a central Excel spreadsheet, breaking down income across all invoices, the cost of installation items, consumables and labour expenses and presenting the final profit for each deal in the month as well as the cumulative profit across all deals for the month to our CEOs

Pre-Finishing Silo

• Managing our in-house 5-member oiling team who finish the raw oak stock by hand
• Assigning teams to finishing projects based on when the stock is required onsite for the installation
• Managing the schedule and ensuring that finishing jobs are completed timeously
• Updating the schedule at all communication points on a bi-weekly basis, or as and when the schedule changes, and sending the schedule to all parties of the business
• These communication points are the online schedule which gets sent to the company WhatsApp group as well as the physical white boards in the oiling factory, my office and the office boardroom
• Creating a digital and physical project file with all applicable documentation relating to the oiling job. This pack must contain the following
• Quality control of the finishing process as well as intermittent checks to make sure the colour is presenting as it should
• Scheduled production of oak samples in our standard colours which are presented to clients for colour sign off
• Signing in and signing out of oak samples with either the administrators or consultants and ensuring that the samples are received in the same condition as they were signed out
• Water/wine/Coffee/Oil tests on a single plank for each project to ensure the oak has been sealed correctly and test our cleaning products are performing as they should
• Ordering of oiling materials, namely sandpaper, aerothane underlayer used when repacking the oak after finishing, cloths and rollers for hand finishing, oak filler, buffing and masking tape for packing boxes as well as other miscellaneous items
• Keeping track of the projects that each finisher completes as well as which process they completed so that their salaries can be processed on the specified rates at the end of the month.
• Monthly deal summaries of projects on a central Excel spreadsheet, breaking down income across all invoices, the cost of all consumables used for each project, a summary of the coverage based on the actual usage vs what we expected and a summary of profit for the month

• Serving customers who visited our showroom
• This entailed welcoming them, making coffee or tea if they assent once offered, walking them around our showroom as well as giving them a brief overview of the products and services we offer
• Direct customers to the relevant consultant or administrator where applicable
• Answering the phone at the reception and screening calls
• Answering emails and proving clients with the relevant information
• Cleaning and maintenance of the reception & showroom areas
• This included cleaning the kitchen area, the showroom bathroom, the reception desk area and the product displays in the showroom
• Ordering office supplies including stationery, toiletries & edible and non-edible consumables
• Portioning the order out accordingly for all the areas in the building and then storing them in the specified areas
• Ensuring all kitchens, toilets and offices are well stock with the applicable items
• Building & office supply maintenance – arranging for maintenance of the office coffee machine, office telephones, air conditioners, lighting fixtures
• Regular building checks to ascertain if any repairs are required and arranging for this with the relevant contractors
• Maintaining digital & physical filing systems of all consumables purchased and maintenance work done by external contractors
• Signing for deliveries and taking them to the relevant party
• Sending invites for weekly administrative meetings and setting agendas

• Co-ordinating between the marketing and buying teams regarding the commercial calendar
• This entailed when, in which manner, and through which channels events would be marketed to customers
• Social media management
• Promotional email design and creation
• Assisting the head designer
• Taking meeting minutes
• Daily reporting of marketing performance, focussing on emails and push notifications
• Assisting with adapting the marketing process after the company rebrand

• Data analysis of customer surveys
• Social media management
• Promotional email design
• Daily and weekly site and app testing
• Co-ordinating the internal and external testing process for the new site and app when the company rebranded

• Gaining proficiency in MS Office Suite
• Learning end-user computing and troubleshooting