Sales Administrator - Epping

South Cape Recruitment; Wes-Kaap; On-site; ZAR 112,000 - 201,000; Full time

Job summary

South Cape Recruitment is seeking an organized Sales Admin professional to join our client’s team in the Western Cape. The role focuses on order processing, stock coordination and customer service, ensuring accurate data in the order pipeline and timely communication with customers.

The ideal candidate has at least 4 years in a strong administrative role, fluency in English and Afrikaans, and solid MS Excel/Outlook skills, plus a valid driver’s licence and reliable transport.

Qualifications

• Matric/Grade 12 is required.
• A Sales Diploma or relevant Customer Service qualification is advantageous.
• Minimum of 4 years in a strong administrative role.
• Customer-facing experience is essential.
• Excellent verbal and written communication in English and Afrikaans.
• Proficient in MS Excel, Outlook and general admin systems.
• Valid driver’s licence and reliable transport are essential.

Responsibilities

• Sales Order Administration: receive, capture and track orders; liaise with branches and update the Order Pipeline.
• Stock & Order Coordination: coordinate stock availability and reservations; update pipeline with allocation info.
• Transport & Delivery Coordination: communicate delivery changes and deviations; notify customers of missing items.
• Customer Service & Query Management: act as first contact for inquiries; resolve issues with relevant departments.
• Pricing Administration: maintain pricing master and communicate approved prices to customers.
• Quotations & Estimation Coordination: handle quotation requests and distribute to customers and internal teams.
• General Sales Administration: maintain records, update Order Pipeline and support the sales team.

Skills

Communication

Customer service

Organizational skills

Attention to detail

Telephone etiquette

Multitasking

Education

Matric / Grade 12

Sales or Customer Service qualification

Tools

MS Excel

Outlook

Job description

Duties & Responsibilities

Sales Order Administration

• Receive and process customer orders via the designated Orders Inbox.
• Capture and maintain accurate order information on the Order Pipeline.
• Contact customers to acknowledge receipt of orders and confirm specific requirements, including delivery dates and transport arrangements.
• Liaise with Branch Administration to ensure accurate and timeous sales order capturing.
• Verify completed sales orders and update the Order Pipeline with the relevant order numbers.
• Monitor outstanding orders and follow up on any delays or discrepancies.

Stock & Order Coordination

• Liaise with the Branch Manager regarding stock availability, reservations and stock execution plans.
• Update the Order Pipeline with relevant stock allocation information and reservation numbers.
• Communicate proposed stock arrangements to customers and obtain confirmation before proceeding.
• Keep the sales team informed of stock-related matters, potential delays and order execution timelines.
• Coordinate internal communication to ensure that outstanding stock issues are addressed efficiently.

3. Transport & Delivery Coordination

• Communicate delivery updates and scheduling changes to relevant customers.
• Liaise with the Branch Manager and internal teams regarding delivery deviations and potential delays.
• Proactively notify customers of any missing items or discrepancies identified during the dispatch process.
• Assist in ensuring customers are kept informed throughout the order and delivery process.

Customer Service & Query Management

• Act as a primary point of contact for customer enquiries and sales-related queries.
• Handle customer interactions professionally via telephone, email and WhatsApp.
• Directly liaise with the Branch Manager and relevant departments to resolve customer concerns.
• Monitor and follow up on outstanding queries to ensure timely resolution.
• Acknowledge customer queries promptly and provide regular progress updates.
• Maintain professional communication and good customer relationships at all times.

Pricing Administration

• Maintain and update the company's Pricing Master file in both Excel and PDF formats.
• Ensure the latest pricing information is accurately maintained and accessible to relevant team members.
• Assist with pricing-related enquiries and communicate approved pricing information to customers.
• Ensure pricing information is handled accurately and in accordance with management guidelines.

6. Quotations & Estimation Coordination

• Receive quotation and estimation requests from customers, management and sales representatives.
• Ensure all quotation requests are accurately documented and forwarded to the Estimator / Quoter.
• Distribute completed quotations to customers and the relevant internal departments.
• Maintain accurate quotation records and ensure copies are saved and distributed appropriately.
• Follow up on outstanding quotations and assist with ensuring that customer requests are handled within the required turnaround times.
• Prioritize urgent quotation requests and communicate any delays to the relevant parties.

General Sales Administration

• Maintain accurate sales records, spreadsheets and administrative documentation.
• Keep the Order Pipeline updated and ensure information is readily accessible.
• Assist the sales team with general administrative and coordination requirements.
• Maintain effective communication between customers, management and internal departments.
• Ensure a high standard of accuracy, organisation and attention to detail in all administrative duties.

Minimum Requirements & Qualifications

• Matric / Grade 12.
• A Sales Diploma or relevant Customer Service qualification would be advantageous.
• Minimum of 4 years' experience in a strong administrative role.
• Previous experience in a customer-facing environment is essential.
• Excellent verbal and written communication skills in both English and Afrikaans.
• Strong computer literacy, particularly MS Excel, Outlook and general administrative systems.
• Valid driver's licence and reliable personal transport are essential.

Skills & Competencies

• Excellent customer service and interpersonal skills.
• Strong administrative and organizational abilities.
• Exceptional attention to detail and accuracy.
• Excellent verbal and written communication.
• Ability to multitask and prioritize workloads effectively.
• Strong problem-solving and decision-making abilities.
• Proactive approach with the ability to take initiative.
• Ability to work under pressure and meet deadlines.
• Strong follow-up and coordination skills.
• Professional telephone etiquette.
• Friendly, approachable and outgoing personality.
• Ability to work effectively within a diverse team.
• A positive attitude and willingness to assist wherever required.