Customer Service Administrator, Gqeberha

SUMMARY:

We are seeking a Customer Service Administrator for a permanent vacancy based in Gqeberha, Eastern Cape

POSITION INFO:
Applicants are required to meet the following criteria:
 

• Grade 12 / Matric; Administrative / Customer Service certificate or qualification advantageous.
• 3+ years’ experience in a similar customer service and administrative role
• Experience with Syspro, or a similar ERP system; generating quotes, loading sales orders, invoicing
• Exceptional administrative and filing skills - essential
• Experience liaising directly with customers, including dealing with customer queries and complaints
• Basic experience with stock management, to prevent wastages
• Distribution & Logistics skills & valid driver’s license
• Intermediate knowledge of MS Office & virtual programs (MS Teams, Zoom, etc.) & ERP - Syspro
• Customer Service Orientated; Accuracy / Attention to Detail
• Planning & Organising; Time Management
• Problem-solving & systematic
• Financial Aptitude & professional Verbal & Written Communication Skills
• Ability to work in a team (e.g. Sales and Warehouse)

• Direct liaison between the sales force, customers, and company supply chain to fill all internal and external customer orders; Receiving, processing and distribution of all customer orders placed & follow up on any back orders
• Generate customer quotes, sales orders, and tax invoices; Generate FOL documents for any installations and manage the document process
• Handling of customer queries and complaints, ensure resolution
• Maintain effective working relationships with sales force; regular client feedback
• 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 manager

• Generate goods received notes, return notes; Handling of supplier queries
• 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
• Assist with stock control and stock forecasting; 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 & 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
• Liaise with transport companies, service providers & sales representatives to ensure deliveries
• Manage the routes and logistics to ensure deliveries to clients and minimum cost to Company
• Ensure all deliveries are loaded according to the loading process with a manifest
• 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)
• Execute tasks in a safe and careful manner; maintain good housekeeping, ensure chemical products are safely stacked and stored
• Administering the Company quality program in accordance with customer and Company requirements.
• Assist with reporting and managing Product Non-Conformances; quality and safety instructions and requirements in accordance with Company needs
• Assist with various administrative tasks regarding product labels, product information, documents and all other safety and quality management templates for the Product Portfolio
• Check that all stock leaving the store has the required sheets
• Assist with arranging of tests on various products; manage database in support of the product

• Assist with procurement of consumable / office items; regularly report on customer, stock and delivery matters
• Manage data / information at warehouse; immediately flag any risks/liability to Company
• Control and reconciling of Petty Cash to HO timeously; assist with banking when required