Employment structure details 2015

Overview of employment changes:

Brian and Judith are resigning from their positions as Managing Director and Office Manager.

The Managing Director role will be dissolved. (unrealistic to find the skill set and specific knowledge base required with the constraints of 5 hours budgeted per week, and low wage compared to market average).

Overall responsibility will therefore fall on the Management Team comprising of the Shop Manager, Inventory Manager and Financial Manager

The Office Manager has been another position with a variety of skill sets.  It is more realistic to divide this into separate parts. 

The role of Office Manager will be split into 3 positions:

  1. Financial Manager. (to be hired)
  2. Inventory Manager. (recruit from within - Lillee)
  3. Marketing and Communications Coordinator (Judith will continue with these responsibilities remotely)

 

Harbour Co-op Organisational Chart

 

1. Board of Directors - Governance of the Harbour Co-op

2. Management Team - Business Operations, Management & Development

  • Shop Manager - overseeing all communications amongst Harbour Co-op Stakeholders

  • Inventory Manager - maintaining the inventory of the Harbour Co-op

  • Financial Manager - fulfilling the clerical financial duties of the Co-op

  • Marketing and Communications Coordinator - creating the promotional material for the Harbour Co-op

***All Management Team responsible for preparing and adhering to budget for their areas of responsibility

3. Shop Assistants - Customer Service

Marketing and Communications Co-ordinator

 

Position Reports to: Board of Directors.

Job Purpose Summary:  The Marketing and Communications Co-ordinator will be responsible for creating and implementing a unified merchandising, marketing, and communications campaign with members, non-members and prospective members.  This includes the overall marketing process of the Co-op, from marketing strategies, to the creative side of promotional literature, advertising and artwork.

Key Responsibilities:

  • Developing marketing strategies and strengthening branding
  • Create company literature and other forms of communciation
  • Create marketing and promotional materials, both print and electronic.
  • Website content development
  • Co-ordinate social media campaigns.
  • Create monthly newsletters and any other email campaigns.
  • Negotiate advertising.
  • Membership Co-ordinator role, which includes responding to email enquiries, updating the share register and filing appropriate documentation with the Companies Office.
  • Act as primary spokesperson for the Co-op. 
  • Consult with the wider Co-op Management team with respect to any major decisions on the development and refinement of marketing goals, pricing strategies, promotional activities and branding.

Shared Responsibilities:

  • Liasing with Management Team to prepare and manage the Marketing budget

Financial Manager

 

Position Reports to: Board of Directors.

Job Purpose Summary:  The Financial Manager position is primarily responsible for recording the Co-ops financial transactions and creating financial reports from that information for the Co-op Management team, Board of Directors, IRD, and external auditors.  This position is also responsible for daily financial operations such as preparing bank deposits, paying invoices, and processing payroll.  The Financial Manager will work in partnership with the Shop Manager and Inventory Manager, who as a team take overall responsibility for the Co-op.

Key Responsibilities:

  • Enter all invoices and statements into Xero
  • Pay any debt as it comes due for payment
  • Take all reasonable discounts on supplier invoices and query and potential discrepancies.
  • Comply with IRD requirements such as filing GST
  • Issue invoices to account customers
  • Ensure that receivables are collected promptly
  • Record cash receipts and prepare bank deposits
  • Conduct a minimum monthly reconciliation of every bank account
  • Conduct periodic reconciliations of all accounts to ensure their accuracy
  • Maintain the petty cash fund
  • Provide information to the Director of Finance as required
  • Maintain an orderly accounting filing system
  • Maintain the chart of accounts
  • Calculate variances from the budget and report significant issues to management
  • Process payroll

Shared Responsiblities:

  • Prepare and maintain the annual budget with consultation from the Management Team.
  • Assist the Management Team in the preparation of legal and compliance documents which require financial data.
  • Assemble information in conjunction with the Director of Finance for external auditors for the annual audit.

Inventory Manager

 

Position Reports to: Board of Directors

Job Purpose Summary:  The Inventory Manager will be responsible for the majority of the ordering and processing of inventory for the Co-op.  When the Shop Manager is not present, the Inventory Manager will be responsible for all day to day operations of the Co-op.  The Inventory Manager will work in partnership with the Shop Manager, and Financial Manager, who as a team take overall responsibility for the Co-op.

Key Responsibilities:

  • Customer service is always a priority.  Maintaining a quality experience for the Co-op’s customer base.
  • Monitoring and evaluating inventory levels to both minimize shortages and overstocking.
  • Investigating discrepancies in stock levels and taking appropriate steps to ensure stock levels are as accurate as possible.
  • Communicate with Board of Directors as required.
  • Performing duties of shop assistant as required.
  • Daily management/supervision/planning of all work routines, including Co-op volunteers when Shop Manager is not present.
  • Taking on basic responsibilities of Shop Manager as appropriate when Shop Manager is on leave so as to ensure the smooth daily running of the business.

Shared Responsibilities:

  • Ordering of stock, taking into consideration reports on sales trends from the POS and relevant financial reports as provided by the Financial Manager.
  • Processing of inward goods, including decisions on pricing based on relevant POS reports and required financial margins.
  • Monitoring POS system.
  • Liasing with Management Team to prepare and manage financial budget for the Co-op
  • Deal with suppliers and sales reps (Shop Manager also does this).  Specifically with respect to maintaining a good working relationship with suppliers by communicating and dealing with concerns or problems, such as delays in deliveries, discrepancies in items delivered, damaged stock, credits etc.  Part of this responsibility also involves negotiating deals and advantageous pricing and terms with suppliers.  In addition, the Inventory Manager needs to be aware of other available suppliers in the area who may be willing to provide the Co-op with goods at a better cost or quality.
  • Regular meetings and liaising with Shop Manager regarding in-store promotions, displays, pricing and new products, as well as Co-op members’ discounts, benefits, and workshops.
  • Liaise with Shop Manager to ensure operational, health and safety manuals, and emergency procedures are current.
  • Assist Shop Manager in interviewing and appointing new staff.
  • Organize regular stock-takes in conjunction with Shop Manager.
  • Daily shop communications such as checking and responding to emails, web orders, and answering phone calls.
  • Preparation of legal and compliance documents in conjunction with Management Team.

Shop Manager

 

Position Reports to: Board of Directors.

Job Purpose Summary:  The Shop Manager will be responsible for the day to day running of the shop floor, supervising staff and volunteers, as well as some purchasing and processing.  The Shop Manager will work in partnership with the Inventory Manager, and Financial Manager, who as a team take overall responsibility for the Co-op.

Key Responsibilities:

  • Customer service is always a priority.  Maintaining a quality experience for the Co-op’s customer base.
  • Staff management, rosters, cleaning schedules, staff training, staff meetings and motivation/team building/communication.
  • Daily management/supervision/planning of all work routines, including Co-op volunteers.
  • Final authority over interviewing and appointing new staff.
  • Monitor office and sundry supply levels and reorder as necessary.
  • Communicate with Board of Directors on all aspects of the business.
  • Performing duties of shop assistant as required.
  • Taking on basic responsibilities of Inventory Manager as appropriate when Inventory Manager is on leave so as to ensure the smooth daily running of the business.

Shared Responsibilities: 

  • Organize regular stock-takes in conjunction with Inventory Manager, in particular being responsible for the stock-take roster.
  • Liaise with Inventory Manager to ensure operational, health and safety manuals, and emergency procedures are current.
  • Liaise with Management Team to prepare and manage financial budget for the Co-op.
  • Deal with suppliers and sales reps (Inventory Manager also does this).  Specifically with respect to maintaining a good working relationship with suppliers by communicating and dealing with concerns or problems, such as delays in deliveries, discrepancies in items delivered, damaged stock, credits etc.  Part of this responsibility also involves negotiating deals and advantageous pricing and terms with suppliers, as well as being aware of other available suppliers in the area who may be willing to provide the Co-op with goods at a better cost or quality.
  • Monitoring POS system.
  • Daily shop communications such as checking and responding to emails, web orders, and answering phone calls.
  • Regular meetings and liaising with Inventory Manager regarding in-store promotions, displays, pricing and new products, as well as Co-op members’ discounts, benefits, and workshops.
  • Ordering of stock alongside Inventory Manager, taking into consideration POS reports on sales trends and relevant financial reports as provided by the Financial Manager.
  • Processing of inward goods, including decisions on pricing based on relevant POS reports and required financial margins.
  • Preparation of legal and compliance documents in conjunction with Management Team.