CBS Administrator

Optential Consulting; Wes-Kaap; On-site; ZAR 120,000 - 180,000; Full time

Job summary

Optential Consulting is seeking a CBS Administrator in the Customer Business Support unit on a fixed-term maternity cover. You will handle sales administration, order processing, and internal coordination to ensure smooth operations across departments.

The role requires an organised, detail‑driven individual who excels in a team setting, can adapt to changing priorities, and maintains high customer service standards.

Qualifications

• Matric certificate and good computer literacy required.
• Experience in administration, sales support or customer service is advantageous.
• Familiarity with ERP or order-processing systems is beneficial.

Responsibilities

• Assist with processing sales orders, quotations, pro‑forma invoices and related documentation.
• Provide administrative support to Sales representatives and the wider team.
• Follow up on outstanding customer orders, enquiries and requests.
• Assist with customer communication and provide accurate feedback on order progress.
• Ensure customer and order information is accurately maintained on relevant systems.
• Assist with stock availability checks, allocations and outstanding back orders.
• Liaise with Warehouse and Logistics regarding order preparation, dispatches and deliveries.
• Follow up on outstanding serial numbers, documentation and stock‑related queries.
• Monitor assigned orders and identify potential delays requiring attention.
• Ensure relevant documentation is completed accurately and timeously.
• Support the team with daily administrative tasks and departmental requirements.
• Maintain accurate records, documentation and system information.
• Update and monitor assigned tasks on relevant task‑management systems.
• Assist with tracking outstanding actions and ensuring timely follow‑through.
• Support the team in maintaining established procedures and administrative standards.
• Liaise with Sales, Logistics, Warehouse, Technical and Finance as required.
• Assist in resolving day‑to‑day administrative and operational queries.
• Communicate delays or challenges promptly to the relevant team members.
• Ensure information is shared accurately between departments.
• Provide general administrative assistance during busy periods.

Skills

Customer service

Organisational skills

Communication

Teamwork

Proactive learning

Education

Matric certificate

Tools

ERP systems

Inventory software

Task management software

Job description

Department: Customer Business Support (CBS)
Position: CBS Administrator
Employment Type: Fixed-Term Contract – Maternity Cover
Reporting To: CBS Team Lead / Designated Supervisor
Contract Period: To be confirmed

1. Position Purpose

To provide administrative and operational support to the Customer Business Support department, assisting with customer order processing, sales administration, internal coordination and general day‑to‑day departmental responsibilities.
The position requires an organised, proactive and detail-orientated individual who can work effectively within a team, manage changing priorities and contribute to maintaining a high standard of customer service.

2. Key Responsibilities

Sales and Customer Administration

• Assist with processing sales orders, quotations, pro‑forma invoices and related documentation.
• Provide administrative support to Sales representatives and the wider team.
• Follow up on outstanding customer orders, enquiries and requests.
• Assist with customer communication and provide accurate feedback on order progress.
• Ensure customer and order information is accurately maintained on relevant systems.

Order Processing and Stock Coordination

• Assist with stock availability checks, allocations and outstanding back orders.
• Liaise with Warehouse and Logistics regarding order preparation, dispatches and deliveries.
• Follow up on outstanding serial numbers, documentation and stock‑related queries.
• Monitor assigned orders and identify potential delays requiring attention.
• Ensure relevant documentation is completed accurately and timeously.

General Administration

• Support the team with daily administrative tasks and departmental requirements.
• Maintain accurate records, documentation and system information.
• Update and monitor assigned tasks on relevant task‑management systems.
• Assist with tracking outstanding actions and ensuring timely follow‑through.
• Support the team in maintaining established procedures and administrative standards.

Internal Communication and Coordination

• Liaise with Sales, Logistics, Warehouse, Technical and Finance as required.
• Assist in resolving day‑to‑day administrative and operational queries.
• Communicate delays or challenges promptly to the relevant team members.
• Ensure information is shared accurately between departments.
• Provide general administrative assistance during busy periods.

3. Minimum Requirements

• Matric certificate.
• Previous experience in administration, sales support or customer service.
• Good computer literacy, including proficiency in office applications.
• Experience with ERP or order‑processing systems would be advantageous.
• Familiarity with inventory, accounting or task‑management software would be beneficial.
• Good written and verbal communication skills.
• Ability to manage multiple tasks in a busy working environment.

4. Key Competencies and Personal Attributes

• Strong organisational and administrative skills.
• High level of accuracy and attention to detail.
• Good time management and ability to prioritise.
• Proactive approach with a willingness to learn.
• Strong sense of urgency and responsibility.
• Good interpersonal and communication skills.
• Ability to work independently and as part of a team.
• Flexible and adaptable to changing operational requirements.
• Positive attitude and willingness to assist others.
• Ability to follow established processes and procedures.

5. Performance Expectations

• Complete assigned administrative tasks accurately and within required timeframes.
• Maintain clear and professional communication with colleagues and customers.
• Demonstrate initiative and follow‑through on outstanding matters.
• Adapt to departmental priorities and support the team during busy periods.
• Work collaboratively and contribute positively to the team environment.
• Develop a sound understanding of relevant systems, processes and departmental responsibilities.

6. Employment Opportunity

This position is initially offered as a fixed‑term contract to provide maternity cover within the Customer Business Support department.
There may be an opportunity for permanent employment following the contract period, subject to individual performance, suitability within the team and the operational requirements of the business.
Permanent employment is not guaranteed and would be considered separately at the appropriate time.