South Africa: Logistics, Sales & Financial Administrator posted by Greys Recruitment

A well-established and fast-paced company within the import, trading, and logistics sector is seeking a detail-oriented and proactive Logistics, Sales and Financial Administrator to join their team.
This role plays a key part in ensuring the smooth running of sales administration, logistics coordination, and financial processes. The successful candidate will be highly organized, analytical, and comfortable managing multiple priorities in a dynamic environment.
Previous experience within import, trading, or logistics environments will be highly advantageous.

Key Responsibilities

Sales Administration

• Create and issue sales orders to clients based on confirmed deals.
• Follow up with customers to obtain signed sales orders timeously.
• Capture sales orders on the CRM system and process approvals within SAP.
• Monitor and manage open sales orders to ensure timely completion.

Logistics Coordination

• Record and reconcile daily stock movements across multiple locations.
• Ensure warehouse stock alignment through daily reconciliations.
• Coordinate truck bookings with warehouses for customer deliveries.
• Manage transport and delivery schedules for active contracts.
• Arrange weekly bagging schedules with warehouses and provide updates.
• Manage packaging materials including ordering, tracking, and monthly reconciliations.
• Prepare commercial and pro-forma invoices for payments and clearance.
• Verify Bills of Lading (BLs) and related purchase/sales documentation.
• Handle vessel clearing documentation for discharge ports.

Financial Administration

• Generate customer invoices and resolve account-related queries.
• Allocate and reconcile customer payments.
• Issue monthly debtor statements and assist with debt collection.
• Maintain and file zero-rated export documentation for SARS compliance.
• Compile weekly accounts receivable ageing reports.
• Maintain and update client FICA documentation.
• Capture supplier service and packaging material invoices.
• Assist with monthly local payment runs and supplier reconciliations.
• Update daily bank reconciliations and ensure accurate SAP entries.
• Conduct monthly bank reconciliations.
• Assist with financial reporting including statutory and merchanting reconciliations.

Administrative Support

• Manage SAP administration including order closures, credit limit updates, and client/supplier master data maintenance.
• Assist with travel claim documentation and approvals.
• Support credit limit checks and release approvals within SAP.
• Provide documentation for internal, external, and regulatory audits.

Minimum Requirements

• Diploma or Degree in Business Administration, Finance, Supply Chain, or a related field.
• Minimum 3 years’ experience in sales administration, logistics, or financial administration.
• Experience working in an import, trading, or logistics environment is highly advantageous.
• Proficiency in SAP, CRM systems, and Microsoft Office (particularly Excel).

Key Competencies

• Strong attention to detail with the ability to manage complex administrative processes.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Analytical mindset with strong problem-solving capabilities.
• Excellent communication and organizational skills.
• Team-oriented with a customer-focused approach.