Sales Administration (Alberton)

SUMMARY:
The Sales Administration Clerk  will coordinate the administration and fulfilment of non-project sales orders, including export orders, from order receipt through to dispatch and invoicing.
Maintain accurate order information, confirm delivery dates, communicate order progress and delays, and coordinate with the Distribution Centre, Internal Sales, Purchasing and freight-forwarding agents to support reliable delivery and customer satisfaction.

QUALIFICATIONS

• Grade 12 / Matric.
• A relevant certificate or diploma in Logistics, Supply Chain Management, Business Administration or Sales Administration would be advantageous.

• Relevant experience in customer service, sales administration or a similar environment. The original profile specifies up to four years’ experience.
• Experience in sales-order administration, invoicing and customer communication.
• Business Central experience preferred.
• Knowledge of the valve industry advantageous.
• Proficiency in Microsoft Word and Excel.
• Strong attention to detail, particularly when checking orders, invoices and delivery information.
• Ability to coordinate activities across departments and follow up outstanding information.
• Ability to prioritise work, meet deadlines and work effectively under pressure.
• Clear verbal and written communication skills.

POSITION INFO:
RESPONSIBILITIES:

• Review 100% of assigned non-project orders, including export orders, for completeness and stock availability within one working day of receipt. Record and escalate missing information within the same period.
• Process at least 95% of complete, authorised orders in Business Central within one working day of receiving the required information.
• Achieve at least 98% accuracy in sampled order and invoice records, including customer details, item codes, quantities, approved prices and delivery information.
• Send order acknowledgements within one working day of order loading. Send order confirmations with confirmed delivery dates within five working days; where dates remain unconfirmed, communicate the outstanding information and next update date.
• Review assigned open orders each working day and action available, authorised stock for DC processing within one working day, subject to approved order priorities and release requirements.
• Complete invoicing and send the required dispatch or collection documentation within one working day of receiving the approved supporting information, subject to applicable dispatch and month-end cut-offs.
• Notify customers and relevant internal stakeholders of identified delivery delays within one working day of confirmation and before the promised shipment date wherever the delay is known in advance.
• Record an accurate, supported delay reason code for 100% of identified delayed orders within one working day.
• Maintain the original promised date and any revised date in accordance with approved procedures.
• Obtain required freight and packaging quotations and coordinate assigned export dispatches by agreed deadlines in at least 95% of cases.
• Update the export tracker within one working day of receiving a material status change and circulate it weekly.
• Provide assigned updates to the Sales Projects Manager by agreed deadlines in at least 95% of cases.
• Monitor assigned orders against the approved reliability, availability and value-class delivery targets; record and escalate risks within one working day of identification
• Review 100% of assigned open orders weekly to confirm delivery status, expected delivery dates and outstanding actions.
• Maintain a three-month rolling delivery and invoicing view, updated before the agreed weekly reporting deadline.
• Update confirmed changes to expected delivery dates and order status within one working day of receiving the information.
• Ensure every assigned open order has a supported expected delivery date or is clearly flagged as awaiting confirmation, with an owner and follow-up date.
• Achieve at least 98% accuracy in sampled forecast entries when checked against the latest confirmed order information.
• Submit the monthly sales-platform update by the agreed reporting deadline and highlight overdue orders, unscheduled orders and risks to anticipated monthly sales.
• Escalate unresolved scheduling discrepancies within one working day of identification and track them until resolved.