Sales Administrator

Staff Solutions; Durban; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A reputable staffing agency in Durban is seeking a detail-oriented Sales Support Specialist. The successful candidate will process sales orders, ensure effective communication with customers and support the sales team. Candidates should have at least 2 years of experience in sales support or a related warehouse role, ideally in the chemical sector. Strong organizational skills and proficiency in Microsoft Office are essential. The position requires excellent communication abilities and the capability to manage multiple tasks effectively.

Qualifications

• Minimum of 2 years warehouse-related experience.
• Minimum of 2 years' experience in a sales support or administrative role in the chemical industry is ideal.
• Chemical-related experience is advantageous.

Responsibilities

• Process sales orders and ensure effective communication with customers.
• Liaise between the sales force and customers to fill orders accurately.
• Handle customer queries and manage incoming calls.

Skills

Excellent communication skills

Organizational skills

Ability to work independently

Multitasking skills

Education

Grade 12 or equivalent

Tools

Microsoft Office

Syspro

Job description

The successful candidate will be responsible for processing of sales orders and ensuring effective communication with our customers and sales / operations team.

Key Performance Areas

Internal Sales / Customer Service Functions

• Direct liaison (via email, telephonically etc.) between the sales force, customers, and company supply chain to fill all internal and external customer orders timeously and accurately.
• Receiving, processing and distribution of all customer orders.
• Generating customer quotes, sales orders and tax invoices.
• Conversion of orders from picking slips to an invoice.
• Handling of customer queries should they arise.
• Manage incoming calls from suppliers and customers.
• Identify back orders or no stock items and communicate with the client and sales force as to status.
• Close off back orders and ensure stock is received / dispatched according to customers’ requirements, within the specified time frame.
• Field and follow up on order and delivery queries.
• Process and submit proforma and / or urgent quotations within the specified time frame.
• Process FOL (Free On Loan) orders and ensure the relevant agreements are completed.
• Regular communication to update sales forces on logistics and issues regarding customer requirements.
• Provide regular feedback to clients and sales force regarding order fulfilment status.
• Assure all complaints are recorded properly and are closed out upon resolution with the customer.
• Maintaining a delivery note register for all manual orders.

Administration Functions

• Manage all administration regarding orders received / dispatched.
• Ensure proper administration systems are maintained / utilised to ensure efficient and effective services to internal and external stakeholders.
• Ensure correct documents are utilised for the issuing and returning of FOL (Free On Loan) equipment.
• Assist with stocktake where required.

Personal Attributes

• Presentable with excellent communication skills (written and verbal) in English.
• Confident, articulate, and professional speaking abilities due to pressurised environment involving various conflict situations.
• Ability to work independently but also be a team player.
• Positive, self‑motivated and confident approach.
• Honest and reliable.
• Ability to work with customers.
• Able to work flexible hours.
• Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast‑paced environment.
• Attention to detail and accuracy in data entry and documentation.

Experience and Qualifications

• Minimum of 2 years warehouse‑related experience.
• Minimum of 2 years’ experience in a sales support or sales administrative role, ideally within the chemical industry.
• Chemical‑related experience is advantageous.
• Grade 12 or equivalent is essential (with Maths will be advantageous).
• Computer Literacy.
• Proficiency in Microsoft Office (Excel, Word, MS Teams, Outlook).
• Syspro.