Customer Service Administrator

SUMMARY:
Our Client in the Chemical Industry (manufacturing), is seeking to employ an experienced Customer Service Administrator to their team based in Port Elizabeth.

Awesome career opportunity awaits!

POSITION INFO:
Requirements:

•  Grade 12 / Matric.  
• A Sales Administrative / Customer Service certificate or qualification would be advantageous.  
• At least 3 years’ experience in a similar customer service and administrative role.  
• Experience with Syspro, or a similar ERP system.  
• Experience with generating quotes, loading sales orders, and generating invoices.  
• Exceptional administrative and filing skills.  
• Experience liaising directly with customers, including dealing with customer queries and 
  complaints.  
• Basic experience with stock management, to prevent wastages.  
• Distribution and Logistics skills.  
• Valid driver’s license and own vehicle.  

• 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 and follow up on any back orders for PE. 
• Generate customer quotes, sales orders, and tax invoices for PE. 
• Generate FOL documents for any installations and manage the document process and return and safe filing of these documents. 
• 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.
• Maintain a delivery note register for all manual orders and Reps deliveries, ensuring all POD’s are returned timeously and filed away. 
• Ensure all customer returns are noted on the GRV and submitted to your manager for processing credit notes.  

• Generate goods received notes, return notes. 
• 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.
• Ensure any supplier returns are noted on the RTS and submitted to Finance with the relevant credit note from the supplier. 
• 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 alert management to requirements for chemicals and other related products to ensure that sufficient stock is available for incoming orders.  

• Plan Customer and Regional deliveries in line with a route plan.
• Oversee and assist with 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.
• Ensure all deliveries are loaded according to the loading process with a manifest and that the driver has a trip sheet for every trip.
• Ensure on the drivers return that all POD’s are handed in and reconciled against the trip sheet noting any Receipts and GRV’s on the Trip sheet.  

• 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 if required.
• 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. 
• Control and reconciling of Petty Cash to HO timeously as per the deadlines given. 
• Assist with banking as and when required.  

NB! This job is now closed. You can apply for other jobs by uploading your CV.