New Station Proposal

Station Management

Time:
2 shifts with a total of 16 hours operation. 5:00 AM – 9:00 PM

Initial Manpower:
Dependent on the number of pumps but recommended per shift is
2 Pump boys
1 Cashier

Operational Structure:
Operations will be led by Christopher Abordo, assisted by a team leader appointed
among the cahiers.

Cash concerns:
Cash deposited daily, with monitored deposits
Master Change Fund
Revolving Fund

Forms:
Cash Turn-over
Cash Sales Invoice
Charge Sales Invoice
Supervisor’s Report
Stock/Inventory Monitoring

Other Areas:
Hiring – Flyers and Job Ads
Training
Forecasting sales and budgeting
Oversight of inventory and loss prevention
Oversight of all internal controls, such as for cash handling
All aspects of customer service
Internal and external communication – Internet and Mobile Phone
Legal compliance – Permits, ECC, PCO

General Guidelines:

General Station Opening and Closing

Employees assigned to open should arrive early to prepare the station for its opening to
the public.
The station should be opened to the public on time, indicated with signs or lights as
appropriate.
Employees should begin preparing at a designated time for the station to close. This
typically includes cleaning and other preparation for opening the next day.
 The station alerts customers at a specified time, such as thirty minutes before that the
store will be closing. Staff may pull gates, change the lighting or perform other steps to
alert customers.
All cash is counted, reconciled, checked by a manager/team leader, and placed inside a
vault. The procedure should define in detail how important matters like this are carried
out.
Opening and closing work is subject to inspection by someone responsible for that, as
appropriate.

Store Staffing
Employees should be interviewed, hired, onboarded, and trained in a prescribed
manner.
Job descriptions should be clear and regularly updated to reflect responsibilities.
Employee reviews should be done consistently, with regular feedback and follow-up.
Employee work hours should be accounted for through a system, especially with
variable part-time work or overtime.
Compensation should be spelled out, as well as determine when and how payment is
made in the case of bonuses, such as sales incentives.

Cash Management
Front-end cash procedures ensure proper handling at the Cashier or POS. This includes
how and when to take cash to the back office, and how to reconcile cash and credit
against sales.
Back-office cash procedures are usually a bigger-picture accounting function, making
sure the station is on track and carrying out its internal controls to prevent loss and
pilferage. They catch cashier mistakes or possible fraud.
Cash refunds to customers should be consistent with company policy. This is all
important and is included in cash handling and customer service guidelines.

Merchandise Handling
Product deliver should be received in a set procedure to ensure everything arrives in
good condition and in the proper quantity.
Route products in an efficient manner to the proper location or storage in the station,
either to the shelves, storage, or holding area.
Enter products in the inventory system or appropriate forms for tracking.
Return damaged items according to standard operating procedures.

Customer Service
Help customers in a way that befits the brand (this can be spelled out in written
procedures).
Accept and route customer complaints to the proper person for response and
resolution.

Daily Station Checklists

Running a station efficiently and smoothly requires a disciplined approach. Checklists
show the range of things customers might judge in a station and what staff can do to
make sure daily operations run smoothly.
Station Cleaning Checklist
Clear the lot of debris and sweep the sidewalk each morning. Don’t leave empty boxes
of trash outside.
Clean your windows and glass doors of smudges. Make sure your window display looks
good each morning.
When you turn on the lights, replace any burned-out ones promptly.
Clean, sweep, or vacuum your station floors at closing time.
Empty all trash receptacles as needed, plus at closing.
Clean your restrooms as often as needed to keep them tip-top. Nothing will turn off
customers faster than dirty restrooms.
Throughout the day, straighten up the merchandise displays. Don’t leave unfolded
clothes or disorganized shelves.
Promptly clean up any spills or breakage.
Keep all checkout areas spotless and uncluttered.
Don’t leave empty boxes in the aisles any longer than necessary when restocking.
Promptly attend to any unpleasant odors.
Periodically do a bigger cleaning, such as a spring cleaning.

Daily Station Opening Checklist

Arrive early to prepare the station for opening to the public.
Prepare the registers or POS system for the day. Check Change Fund.
Walk through the station and do any necessary straightening, cleaning, or decluttering.
Take note of any items not completed properly at the previous night’s closing.
Sweep the sidewalk and shake out any mats. Dispose any debris from the previous
night.
At opening, turn on any signs that alert the public that you’re open.

Daily Station Closing Checklist

Start closing procedures at a certain time, or when the person in charge says it’s OK.
Don’t rush customers out long before the advertised closing time.
When the last customers leave, signal that you’re closed with appropriate signage.
Walk through the station and do any necessary straightening, cleaning, or decluttering.
The opening people depend on this being done properly.
Restock shelves at this time, or as needed, but don’t interrupt customers unnecessarily.
Make sure all shelves, racks, and displays are properly filled and arranged. Customers
often don’t put things back correctly.
Empty all trash receptacles and discard boxes and packing materials left in storage
areas.
Close out all registers or the POS system. Count the cash and reconcile it and credit
payments with sales. Do all necessary cross-checks based on our internal controls.
Take cash to the back office, for deposit the next day.