Sales Administrator

Sappi; City of Johannesburg Metropolitan Municipality; On-site; ZAR 300,000 - 500,000; Full time

Job summary

A leading manufacturing company is seeking an experienced Sales Administrator to manage customer accounts from order booking to delivery. The role involves ensuring customer satisfaction, processing orders accurately, and collaborating with internal teams for prompt fulfillment. Candidates should have a bachelor's degree and substantial experience in customer service within a technical environment. This position is based in Johannesburg, Gauteng.

Qualifications

• Bachelor's degree in business administration, marketing, or a related field preferred.
• 5 years Customer Service experience with order capturing in a manufacturing environment.
• 2 years’ experience using SAP/APO or related tools.

Responsibilities

• Act as the primary point of contact for customers, addressing inquiries.
• Process customer orders accurately, ensuring on-time delivery.
• Prepare pro-forma invoices and manage export documentation.

Skills

Customer Service

Order Management

Conflict Resolution

Communication

SAP software

MS Office (Excel)

Education

Bachelor's degree in business administration or marketing

Tools

SAP/APO

SAP DPE

SAP CSR

SCM

BW

Job description

Overview

We are hiring!

We are looking for an experienced Sales Administrator to be the customers’ administrative interface on all managed customer accounts, from order booking to delivery instructions. The incumbent would be responsible for back-office processes in supporting the sales team.

The role reports to the Customer Services Supervisor

Responsibilities

As a Sales Administrator, you will be responsible for:

Customer Service and Order Management:

• Acting as the primary point of contact for customers, addressing inquiries, resolving issues, and managing expectations promptly and professionally.
• Processing and managing customer orders accurately, ensuring adherence to delivery timelines and resolving any potential conflicts.
• Determining Estimated Time of Delivery (ETD) based on customer requirements and vessel availability, aligning with agreed procedures.
• Collaborating closely with internal teams, including sales, production, logistics, and finance, to coordinate order fulfillment and address customer-related issues.
• Liaising with the Planning Department to allocate resources, secure block space, and prioritize urgent orders.

Logistics and Documentation:

• Timely release of orders to the shipping department for booking and shipment.
• Proactive communication with customers regarding order status, shipping updates, and any potential delays.
• Managing customer accounts, including capturing detailed shipping information and maintaining accurate records.
• Investigating and resolving customer complaints, working with internal teams to identify root causes and implement corrective actions.
• Identifying opportunities to improve customer service processes and suggesting enhancements to streamline operations.
• Maintaining accurate customer records and documentation in SAP.
• Staying up-to-date with industry trends, market dynamics, and customer requirements.

Financial and Administrative Tasks:

• Preparing pro-forma invoices and ensuring accurate documentation from freight forwarders.
• Consolidating required export documentation and submitting them to relevant stakeholders within agreed timelines.
• Adhering to Letter of Credit (LC) requirements and deadlines.
• Maintaining a digital filing system for easy access to customer documents.
• Ensuring that acceptable Letters of Credit are in place or that adequate credit exists on customer accounts.

Sales and Operational Support:

• Assisting the Sales Manager with new account setups and monthly sales forecasts.
• Actively participating in Sales and Operations Planning (S&OP) meetings to align sales and operations strategies.

Qualifications

• Bachelor's degree in business administration, marketing, or a related field (preferred).
• 5 years Customer Service experience with order capturing, tracking orders to meet customers’ demands within a manufacturing/technical environment (specifically on the outbound Supply chain)
• 2 years’ experience using SAP/APO, SAP DPE, SAP CSR, SCM and BW advantageous
• Ability to prioritize and handle multiple responsibilities
• Skilled in conflict resolution with the ability to proactively manage customer’s conflicts
• Proficient in MS Office (i.e. Excel pivot tables)