Customer Service Administrator

Headhunters; Gqeberha; On-site; ZAR 180,000 - 280,000; Full time

Job summary

Headhunters is seeking a proactive Sales Admin/Customer Service coordinator in the Eastern Cape to manage customer orders, quotes, invoicing and delivery coordination. You will liaise with sales, customers and supply chain to ensure accurate order processing and timely responses.

The role requires 3+ years in a similar role, Grade 12, and experience with ERP systems (Syspro preferred). A valid driver's license and own vehicle are essential for regional coverage.

Qualifications

• Matric is required; Sales Admin qualification advantageous.
• Minimum 3 years' experience in a customer service/admin role.
• Experience with Syspro or similar ERP system.
• Experience generating quotes, loading sales orders and invoices.
• Excellent administrative and filing skills.
• Experience liaising with customers and handling queries/complaints.
• Basic stock management to prevent wastage.
• Distribution and logistics skills.
• Valid driver’s license and own vehicle.

Responsibilities

• Direct liaison between sales force, customers and supply chain to fill orders for your region.
• Receive, process and distribute customer orders and follow up on back orders for PE.
• Generate customer quotes, sales orders and tax invoices for PE.
• Create FOL documents for installations and manage filing and document return.
• Handle customer queries and complaints and close out resolutions.
• Maintain relationships with the sales force to meet customer demand.
• Provide regular order fulfilment status feedback to clients and sales.

Skills

Customer service

Administrative skills

Stock management

Distribution and logistics

Sales support

Education

Grade 12 / Matric

Sales Admin certificate

Tools

Syspro ERP

Job description

Requirements

• Grade 12 / Matric.
• A Sales Administrative / Customer Service certificate or qualification would be advantageous.
• At least 3 years’ experience in a similar customer service and administrative role.
• Experience with Syspro, or a similar ERP system.
• Experience with generating quotes, loading sales orders, and generating invoices.
• Exceptional administrative and filing skills.
• Experience liaising directly with customers, including dealing with customer queries and complaints.
• Basic experience with stock management, to prevent wastages.
• Distribution and Logistics skills.
• Valid driver’s license and own vehicle.

Responsibilities, but not limited to:

Customer Service Coordination:

• Direct liaison between the sales force, customers, and company supply chain to fill all internal and external customer orders applicable to your region / area.
• Receiving, processing and distribution of all customer orders placed and follow up on any back orders for PE.
• Generate customer quotes, sales orders, and tax invoices for PE.
• Generate FOL documents for any installations and manage the document process and return and safe filing of these documents.
• Handling of customer queries and complaints, should they arise with your transaction, and ensure items are recorded and properly closed out upon resolution.
• Maintain effective working relationships with sales force to jointly satisfy customer demands.
• Provide regular feedback to clients and sales force regarding order fulfilment status.
• Manage and attend to incoming calls from customers and walk-in customers.
• Maintain a delivery note register for all manual orders and Reps deliveries, ensuring all POD’s are returned timeously and filed away.
• Ensure all customer returns are noted on the GRV and submitted to your manager for processing credit notes.

Supply Chain and Stock Control:

• Generate goods received notes, return notes.
• Handling of supplier queries should they arise with your transaction.
• Track incoming orders and follow up on back orders.
• Manage the receiving of products from suppliers and maintain related receipt documents.
• Ensure any supplier returns are noted on the RTS and submitted to Finance with the relevant credit note from the supplier.
• Assist with stock control and stock forecasting.
• Assist with month end stock counts and stock balancing.
• Report on stock that is close to expiry and on slow moving stock.
• Timeously alert management to requirements for chemicals and other related products to ensure that sufficient stock is available for incoming orders.

Distribution and Logistics:

• Plan Customer and Regional deliveries in line with a route plan.
• Oversee and assist with the picking of stock where required, and manage the load and dispatch process in line with Client requirements (where applicable and stock is under your control).
• Liaise with transport companies and service providers and sales representatives to ensure efficient deliveries.
• Manage the routes and logistics to ensure on time and full deliveries to clients and minimum cost to Company.
• Ensure all deliveries are loaded according to the loading process with a manifest and that the driver has a trip sheet for every trip.
• Ensure on the drivers return that all POD’s are handed in and reconciled against the trip sheet noting any Receipts and GRV’s on the Trip sheet.

Health, Safety and Quality:

• Comply with Company Health and Safety Rules and Use Personal Protective Equipment (PPE) as required.
• Execute tasks in a safe and careful manner.
• Maintain good housekeeping, ensure chemical products are safely stacked and stored.
• Responsible for administering the Company quality program in accordance with customer and Company requirements.
• Assist with reporting and managing Product Non-Conformances.
• Assist with quality and safety instructions and requirements in accordance with Company needs.
• Assist with various administrative tasks regarding product labels, product information, MSDS and all other safety and quality management templates for the Product Portfolio.
• Check that all stock leaving the store has the required COA and or MSDS sheets if required.
• Assist with arranging of tests on various products.
• Manage database in support of the product portfolio.

Office Support and Communication:

• Assist with procurement of consumable / office items for your area.
• Regularly report on customer, stock and delivery matters to ensure robust operations.
• Manage data / information at warehouse as per Company Policy.
• Immediately flag any risks/liability to Company.
• Control and reconciling of Petty Cash to HO timeously as per the deadlines given.
• Assist with banking as and when required.