Durban: Sales Administrator posted by Staff Solutions

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, for 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