Customer Service Administrator

Reference PE003843
Location Eastern Cape, Port Elizabeth
Salary Interval Monthly
Package None-negotiable
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.  
Please note that should you not receive a response within 2 weeks of applying, you may consider your application unsuccessful.

How to Apply

Submit CV
+27 41 581 3564
admin@headhunt.co.za
83 Prospect Road, Walmer

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