Customer Service Administrator

SUMMARY:
New vacancy is available for a Customer Service Coordinator for our client in the Chemical Industry based in Port Elizabeth.

POSITION INFO:
Key Performance Areas:  

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 & follow up on any back orders.  
• Generate customer quotes, sales orders, tax invoices and credit notes. 
• 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. 
• Maintaining a delivery note register for all manual orders. 

• Generate purchase orders, goods received notes, purchase notes, return notes, Journals etc. 
• 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. 
• 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 order chemicals and related products to ensure that sufficient stock is available for incoming orders.  

• Plan Customer & Regional deliveries in line with a route plan. 
• Oversee 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.

• 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.
• Assist with arranging of tests on various products.  
• Manage database in support of the product portfolio.  

• 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

• Customer Service 
• Stock Management (Basic - to prevent wastages) 
• Distribution & Logistics skills  

• Customer Service Orientated  
• Accuracy / Attention to detail 
• Planning & Organising 
• Time Management Deadline Orientated   
• Problem-solving  
• Systematic  
• Financial aptitude  
• Professional Verbal & Written Communication

• Intermediate knowledge of other MS Office packages (e.g. Word, Power Point etc.) 
• Intermediate knowledge of virtual programs (e.g. MS Teams, Zoom etc.)  
• Intermediate knowledge of ERP System - Syspro