Job Description for a Sales Floor Administrator

Employer name: ____________________

APPROVED
Manager’s position ____________________
Signature ____________ First name and surname ____________________
Date ____________________

JOB DESCRIPTION No. ____________
Place of preparation ____________________

1. General provisions

1.1. This instruction defines the tasks, duties, rights, responsibilities and working relationships of the employee in the profession “Адміністратор” (administrator), code ДК 003:2010 — 4222. Scope of work — sales floor. Structural unit: ____________________.

1.2. The employee belongs to the category “technical clerks” and reports directly to the store manager. The workplace and working schedule are determined by the employment contract and the internal labor regulations.

1.3. The employee is hired and dismissed by order of the employer on the grounds and in the manner provided for by labor legislation. Before starting work, the employee is familiarized with the job function, working conditions and this instruction.

1.4. Qualification requirements: education at the level of junior specialist in the relevant field, or complete general secondary education and vocational education; no work experience requirement for an administrator without the derivative title “senior”. The employee receives training in customer service rules and the use of the accounting tools in use.

1.5. In performing their duties, the employee is guided by the legislation of Ukraine, applicable trade and occupational safety rules, the employment contract, internal labor regulations, lawful orders of the employer, this instruction and approved documents of their unit.

1.6. The employee must know: rules for customer service in trade, the store structure, product range and placement; procedures for handling customer requests and complaints, exchanges and returns; rules for shift personnel, cash discipline and safety; agreed limits on administrative actions in Torgsoft.

1.7. During the employee’s absence, their duties are performed by a person designated by order of the employer, subject to qualification and work authorization requirements, the employee’s consent and payment for substitution in cases established by law. The transfer of duties does not automatically grant access to the accounting system.

1.8. The employee works in the Torgsoft accounting program under their own account and within the rights granted. The employee does not disclose their password to others, does not change data beyond their authority and reports errors to the responsible employee. Access to personal data is limited to the performance of job duties.

2. Tasks and duties

2.1. Checks that the sales floor is ready to open: product displays, price tags, lighting, cleanliness, and the accessibility of passageways and customer information. Gives the manager information about deficiencies that require resources or repairs.

2.2. Coordinates customer service during the shift in accordance with the approved allocation of work; directs customers to the competent employee and arranges assistance when a queue forms.

2.3. Monitors replenishment of displays and the accuracy of price tags; checks problematic items against product data in Torgsoft within their access rights and reports discrepancies to the employee responsible for prices.

2.4. Monitors employees’ compliance with the rules for courteous service, providing accurate information and demonstrating products safely; within the scope of authority, stops actions that violate customers’ rights.

2.5. Receives customer requests and complaints, records material circumstances and ensures that documents are passed to an authorized person. Refers matters outside their competence to the store manager.

2.6. Approves discounts, item cancellations and returns only when the employer has granted such authority; checks the grounds for the transaction and that actions in Torgsoft correspond to the approved decision.

2.7. Arranges assistance for a customer if payment is incomplete or a calculation error occurs, involves the cashier and responsible manager, and prevents a repeat charge until the previous transaction has been checked.

2.8. Monitors the timely removal of damaged or dangerous goods from displays; informs the merchandise specialist and manager when a batch needs to be checked.

2.9. Coordinates cleaning and the repair of faults on the sales floor with the responsible employees; ensures that a hazardous area is cordoned off until safe conditions are restored.

2.10. Informs the store manager about an employee’s absence, schedule violations and the need for substitution. Does not change job functions, schedules or terms of remuneration without authorization.

2.11. Keeps the prescribed records of customer requests and complaints and shift events, and provides the manager with results and suggestions for improving work. When handing over the shift, separately reports unfinished customer requests and complaints.

2.12. Completes the occupational safety training and briefings prescribed for the work, as well as mandatory medical examinations in cases established by law. Uses serviceable equipment and issued protective equipment for their intended purpose.

2.13. Immediately informs the direct manager about a threat to life or health, an accident, fire, injury or malfunction. In a dangerous situation, stops hazardous work, follows the response and evacuation plan, and does not endanger themselves or others.

3. Rights

3.1. Obtain from the manager and responsible employees the documents, accurate information and explanations needed to perform the job function, within the established access limits.

3.2. Require the provision of serviceable equipment, proper working conditions, necessary materials and personal protective equipment where required for the work.

3.3. Report violations and submit suggestions concerning work organization, property preservation, safety and improvement of customer service; have the manager consider such suggestions.

3.4. Refuse assigned work if a work situation has arisen that is dangerous to the life or health of the employee or people around them, or to the work environment or the natural environment, immediately notifying the direct manager or employer.

3.5. Exercise the right to remuneration, rest, professional training and protection of labor rights in accordance with legislation. Provide explanations concerning the circumstances of violations before a decision on disciplinary action is made.

4. Responsibility

4.1. For culpable failure to perform or improper performance of job duties, violation of labor discipline and occupational safety requirements, the employee is liable in the manner and within the limits established by law. Disciplinary sanctions are applied in compliance with the prescribed procedure.

4.2. Material liability arises when the grounds and conditions provided for by law exist, for direct actual damage caused by culpable unlawful acts or omissions. Its type and limits are determined by legislation; the mere fact of a shortage is not grounds for automatically imposing full material liability.

4.3. This instruction does not establish monetary fines, additional disciplinary sanctions, unconditional compensation for shortages, or the employer’s right to withhold money from wages outside the legal grounds and procedure.

4.4. For violations of rules on preserving documents, accounting data, property and confidential information, the employee is liable where at fault and within the limits established by law.

5. Job-related working relationships

5.1. Receives tasks and authority limits from the store manager and reports on the shift’s work and customer requests and complaints.

5.2. Works with sales assistants, cashiers, the merchandise specialist and the warehouse on customer service and product movement; with the cleaner, security guard and IT contact on sales floor safety and resolving malfunctions.

5.3. Hands over unfinished matters and work results to the employee designated by the manager. Records the transfer of documents, goods, money or other valuables in the prescribed manner; reports unresolved discrepancies.

6. Final provisions

6.1. This instruction takes effect after approval by the employer. Before beginning the relevant work, the employee is familiarized with it by signature or by another method agreed in accordance with law that makes it possible to confirm that the employee has been informed.

6.2. Amendments to the instruction are approved by order of the employer in compliance with labor legislation and applicable provisions concerning martial law in Ukraine. Amending the instruction does not replace the proper formalization of a change in job function, transfer or change in essential working conditions.

6.3. A copy of the instruction is kept by the person responsible for personnel records. The employee is given the opportunity to review the current instruction and receive a copy.

Prepared by: position ____________ signature ____________ first name and surname ____________________ date ____________

Agreed: position ____________ signature ____________ first name and surname ____________________ date ____________

Familiarized with the instruction: first name and surname ____________________ signature ____________ date ____________

Regulatory framework

Torgsoft for accountants

See how stock, documents and payments are connected

The Torgsoft demo lets you reproduce typical store operations and review the data used by an accountant.

Stock movement Record goods receipts, sales, returns, write-offs, transfers and stocktakes.
Documents, payments and fiscal receipts Compare stock documents, payment methods, balances and linked fiscal receipts.
Multiple businesses Review how documents, fiscal registers, accounts and reports are separated between sole traders and legal entities.

Last name and first name
Phone number
Other contact information
Database type
Do you need a call and consultation from a company employee? Yes No Choose one of the options
I agree with Torgsoft's Privacy Policy. Please review Torgsoft's Privacy Policy. If you agree, please confirm below.