Customer Service Administrator

Recruiter:

Ultra Personnel

Job Ref:

JHB001788/VM

Date posted:

Monday, August 17, 2026

Location:

Sandton, South Africa

Salary:

Monthly

SUMMARY:
International medical supplier with offices based in Sandton, Johannesburg requires an experienced Customer Service Administrator. Individuals who apply must have invoicing and quotes experience within the medical / healthcare industry.

POSITION INFO:
You will ensure that the company's customer service operations run smoothly and efficiently by actioning invoices , quotes and Interbranch / hospital transfers.
As the Customer Service Administrator, you will maintain professional relations with internal and external customers thus contributing to the delivery on our Operational Excellence and Profitable Growth strategies.

Orders

Receive and accurately record all customer orders, generating the appropriate invoices or quotes in accordance with client specifications.
Manage and action RFQ requests for Provincial accounts timeously, ensuring that all supporting documentation is accurately completed, verified, and submitted before the closing deadline. Required documentation includes valid B-BBEE certificates, supplier letters, SARS documents, SBD forms, TCS Expiry forms, Saphra Certificate and all applicable annexures.
Ensure quotations are timeously actioned and supplied to customers on an hourly basis.
Ensure data accuracy when capturing pricing, discounts, items, quantities, and representative codes are correct, minimizing the need for credits or corrections.
Ensure that all invoices and quotes are sent in the correct format to clients and entities in a timely manner.
Request products from the logistics team for both Direct and Consignment orders via a picking slip.
Processing and monitoring of daily backorders and customer levels.
Maintain clear timeous communication with internal and external customers.
Adherence to the Operational and other interdepartmental timelines.

General Administrative Functions

Support the department with various ad-hoc functions such as filing, processing credits, handling Free of Charge (FOC) items, quotes, CAPEX, and providing necessary POD documentation when required.
Sort, file, and track outstanding PODs for assigned accounts.
Ensure all corrections in Sage are promptly processed as directed by your Supervisor.
Provide support during financial audits and assist with archiving once completed.
Support the Logistics team with the year-end stock take.
Support dispatch when required.
Support the Customer Service Supervisor when required.

Ensuring that Policies and Procedures are adhered to

Follow all policies and procedures of the company

Education, Knowledge and Skills Required:

Matric and computer literate
2-3 years experience within the medical / healthcare industry is essential
Time management abilities
Team player and problem solver
Good communication skills (verbal and written)
Attention to detail
Pastel Evolution is an advantage
MS 365 Office tools essential
Related diploma (Advantageous)

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