Job Title: Commercial Administrator

Location

Amanzimtoti, KwaZulu-Natal

Job Type

Permanent, full-time

Primary Industry

Banking and Finance

Secondary Industry

Fast-Moving Consumer Goods (FMCG)

Job Purpose

The Commercial Administrator serves as the link between the sales function and customers and is therefore key to optimising the customer experience. This role will be accountable for assisting with call in customer orders (telesales), providing general administrative support to the Commercial and Marketing team and effectively coordinating internal sales communications.

Job Duties

• Manage and maintain commercial contracts, ensuring accuracy and compliance with company policies and legal requirements.
• Process purchase orders, invoices, and payment requests promptly and accurately.
• Coordinate communication between internal departments and external clients or suppliers to facilitate commercial transactions.
• Maintain comprehensive records of commercial documentation, ensuring data integrity and accessibility.
• Support the preparation of reports and presentations related to commercial activities and financial performance.
• Monitor contract deadlines, renewals, and amendments, alerting relevant parties as necessary.
• Assist with resolving queries related to commercial agreements and documentation.
• Ensure compliance with regulatory requirements and internal company procedures within all commercial processes.
• Contribute to process improvement initiatives to enhance efficiency and accuracy within the commercial administration function.
• Support the finance team with reconciliation of commercial accounts and resolving discrepancies.

Required Qualifications

National Senior Certificate or equivalent secondary school qualification.

• Relevant commercial or business administration qualification is advantageous.
• Grade 12 / Matric / NQF level 4 (Essential)
• Up to 4 years experience (Operational Execution) Proven administrative ability
• Understanding of commercial requirements
• Good with numbers and analytics
• Robust IT Skills

Key Qualities Communication

Routine communication in connection with instructions, requests or normal work tasks Problem Solving

Proactive identification of functional problems related to a specific process or policy, determine cause and impact, and choose the best alternative to solve the problem based on guidelines provided and an understanding of the theory or practices underpinning the problem. Relationships Maintained

Others in own work area

Key Accountabilities and Outputs Commercial Support

Manage all office based sales administration activities

Capture all automated orders either emailed , phoned through or communicated to the sales office Update all relative deal sheets to customer buying groups and independent customers . Communicate any issues with regards to blocked accounts or Rapidtrade updates .

Collect and coordinate all invoices and PODs on all drop shipment deliveries throughout the area .

Process all customer spend claims along with damages claims that need weekly submissions to Debtors .

Garnish all order numbers on buying group orders before processing for invoicing . Upload all PO’s onto SAP for payment (agent’s commissions , accommodation and expenses)

Conduct follow ups on all payments processed through SAP to ensure accounts are up to date

Manage merchandisers’ time sheets and their weekly route lists .

Serve as the link between the sales team , distribution and the customer . Manage sales point of sale , banners , feather banners and sales marketing material .

Conduct lodging of all new fridge requests and all repair follow ups on behalf of the reps and customers .

Coordinate all sales related meetings , get togethers and sales related events

Interpret Sales and Customer Analytics and Provide Sales and Customer Insights

Assist with the collection of Chep pallets and General Operational and Financial Management

Actively participate in operational planning and budgeting processes

Drive continuous improvement through streamlining and optimising relevant operational practices, processes and systems

Ensure adherence to operational and financial frameworks of practices, processes, standards and controls

Control cost and take the necessary action to mitigate any financial risks or non-compliance

Behavioural Competencies

Accountability

Accomplishes assigned tasks and goals: takes necessary actions to keep progress against objectives on track.

Prepares a roadmap for success. Ensures that all who need to know, are clear about the plan.

Takes full responsibility for own actions and outcomes, including mistakes.

Always acts in the company’s best interest, regardless of whether it is difficult or unpopular.

Ensures others are on track for achieving their goals.

Collaboration

Helps others with their work.

Meets commitments to team members or others in the organisation.

Actively contributes to team discussions and the accomplishment of team work plans.

Shares expertise and resources to help others address their needs.

Seeks to include all those who can contribute to the most successful outcome and those who have a stake in the results.

Actively keeps all stakeholders informed.

Attempts to reinvigorate team processes when progress is lagging: stays engaged even when not in full agreement with the team’s direction.

Continuous Improvement

Increases performance expectations when success has been achieved

Seeks out sources of information, including trade associations, “best practice” companies, customers, peers, subordinates, etc.

Finds ways to fast-adapt improvement ideas to work processes

Proactively seeks out resources, alliances, etc., needed to quickly introduce improvements

Decision Making

Organises information to make it easier to analyse or see trends.

Anticipates consequences and formulates alternatives.

Establishes clear decision criteria for making informed choices.

Seeks relevant information to better understand situations and problems.

Conducts appropriate analysis; neither makes snap decisions or over-analyses.

Sees relationships between various facts, figures or other information

Knowledge of Business

Follows systematic, multi-source learning regiment designed to educate oneself quickly: keeps oneself current

Describes the important impacts that one has on the success of one’s functional area and on company results; demonstrates a knowledge of the customers business

Uses business understanding to make sound decisions and influence the decisions of others