Internal Sales Administrator

SUMMARY:
The Internal Sales Administrator will be responsible for managing customer orders from receipt through to invoicing and dispatch, while providing efficient administrative and internal sales support to approved distributors.

POSITION INFO:

Internal Sales Administrator

Location: Montague Gardens, Cape Town
Salary: R14,000 per month
Employment Type: Full-Time
Industry: Paints / Automotive & Industrial Coatings

About the Company

Our client operates within the paints, automotive refinishing and industrial coatings industry, supplying a range of quality products to approved distributors and customers across South Africa.

The business has an established presence within the industry and is committed to providing reliable products, efficient service and strong customer relationships.

The Cape Town team is looking for a reliable, organised and customer-focused Internal Sales Administrator to join their Montague Gardens operation.

The Role

The Internal Sales Administrator will be responsible for managing customer orders from receipt through to invoicing and dispatch, while providing efficient administrative and internal sales support to approved distributors.

This is a hands-on role suited to someone who enjoys working in a friendly team environment, is highly organised and takes pride in getting the details right.

Key Responsibilities

Internal Sales & Customer Service

• Deal with approved distributors and existing customers.
• Receive and process orders via WhatsApp and email.
• Respond to customer queries and provide professional service.
• Confirm product availability and order details with customers.
• Assist customers with product and order-related queries.
• Maintain strong relationships with existing customers.

Order Processing & Dispatch

• Capture customer orders accurately on the relevant system.
• Process orders and ensure all required information is correct.
• Link orders to the appropriate picking slips.
• Generate delivery notes.
• Liaise with the warehouse and dispatch team to ensure orders are prepared correctly.
• Follow up on outstanding orders and ensure customers receive their goods as expected.
• Ensure all documentation is completed accurately and filed appropriately.

Invoicing & Administration

• Prepare and process customer invoices.
• Maintain accurate customer and order records.
• File invoices, orders, delivery notes and other documentation.
• Perform general office and sales administration.
• Maintain accurate records on Sage Evolution / Pastel.
• Ensure all paperwork is completed accurately and timeously.

Stock Administration

• Assist with the monthly stock take.
• Capture stock take figures accurately.
• Report discrepancies or variances to management.
• Assist with maintaining accurate stock records.

Requirements

Minimum Qualifications & Experience

• Grade 12 / Matric.
• Previous experience in internal sales, sales administration, order processing, customer service or a similar administrative role.
• Experience working with Sage Evolution and/or Pastel is highly advantageous.
• Strong computer literacy.
• Experience processing orders and invoices.
• Good working knowledge of Microsoft Office, email and WhatsApp.
• Experience in a product, manufacturing, distribution, wholesale or related industry would be advantageous.

Skills & Competencies

The successful candidate should be:

• Highly organised and detail-oriented.
• Accurate when capturing orders and information.
• Customer-focused and professional.
• Confident communicating with customers via email, WhatsApp and telephone.
• Able to multitask and prioritise effectively.
• Comfortable working in a fast-paced environment.
• Reliable and dependable.
• A strong team player.
• Proactive and willing to take ownership of tasks.
• Numerically competent, particularly when working with orders, stock and invoices.
• Able to work independently while contributing positively to the team.

Key Performance Areas

Success in this position will be measured by:

• Accurate and timeous processing of customer orders.
• Correct linking of orders, picking slips and delivery notes.
• Accurate invoicing.
• Excellent customer service and response times.
• Accurate filing and administration.
• Accurate monthly stock take capturing.
• Minimal order-processing errors.
• Effective communication with customers and internal departments.
• Consistent reliability and attention to detail.

Working Environment

This is an office-based position in Montague Gardens within a stable and friendly team environment.

The company places strong emphasis on creating a positive workplace, and employees tend to stay with the business because of the supportive and pleasant working environment.

The successful candidate will ideally be someone looking for a long-term opportunity where they can become an integral part of the team and build strong relationships with customers and colleagues.

Important Seasonal Requirement

The business has a particularly busy period towards year-end. The successful candidate must be able to assist with the December year-end close, which is completed over approximately a three-week period.

Flexibility, reliability and a strong work ethic during this period are therefore important.

Ideal Candidate

The ideal candidate will have a combination of internal sales, customer service and administration experience, with a strong understanding of order processing and invoicing.

They should be comfortable dealing with existing distributor customers, handling orders received through WhatsApp and email, working with Sage/Pastel and coordinating with the warehouse to ensure orders move smoothly from:

Order → Picking → Delivery → Invoicing

A positive attitude and a willingness to work as part of a close-knit team will be just as important as technical ability.