Commercial Administrator (Fruit Industry)

SUMMARY:
My client based in Stellenbosch Technopark, is an established fruit exporter and they are looking for a Commercial Administrator to join their team.

The ideal candidate will have a relevant qualification (BCom Logistics, Supply Chain or Commerce)  and 5 years' experience.

POSITION INFO:
The successful candidate will be responsible for supporting the commercial and operational activities of the company by coordinating stock management, logistics, customer communication, financial administration, and cross-functional processes. The role ensures the efficient execution of export programs through proactive planning, accurate administration, and effective communication with clients, suppliers, service providers, and internal stakeholders. The position plays a key role in maintaining operational efficiency, minimizing commercial risk, and supporting informed decision-making. Key Performance Indicators Successful coordination of customer programs. Accurate stock management and allocation. Accurate financial processing and reporting. Highlighting potential risks \/ failures. Accurate and efficient administration Responsibilities: Operations: Coordinate container movements by tracking, updating and importing purchase orders into the ERP system. Communicate container arrival information to warehouses, QC providers and customs clearance agents. Receive, review and distribute QC reports to suppliers with relevant comments. Apply for and monitor customer credit insurance limits, including annual renewals and weekly reviews. Communicate weekly pricing and market offers to customers. Support commercial manager with pallet sales for the stock in storage Create sales orders, confirm pricing and distribute order confirmations, warehouse instructions and transport confirmations. Coordinate ad-hoc sales, including transport quotations, pricing calculations and transport arrangements. Coordinate re-export documentation and communicate documentation requirements with customers. Create and maintain variety scoreboards throughout the season, ensuring data accuracy and discussing performance weekly with management. Update and maintain the weekly Risk Analysis report to identify commercial and operational risks. Reconcile carton quantities and specifications by comparing warehouse intake and outtake documentation. Stock Management Manage and monitor the company stock throughout the season to ensure optimal stock utilization and product flow. Ensure stock is correctly allocated to loading planners and customer orders. Monitor packing progress to ensure containers are loaded accurately and dispatched according to schedule. Review stock ageing weekly with the Commercial Manager. Proactively identify stock approaching 14 days of age and initiate discussions before stock is classified as old stock. Assist in identifying suitable sales opportunities for ageing stocks to minimize commercial losses. Customer Program Management Assist Commercial Manager with the preparation, updating and execution of loading planners throughout the season. Conduct weekly communication along with Commercial Manager regarding packing programs, shipment schedules and container requirements. Resolve operational issues that may affect customer programs or shipment timelines. Follow up with customers on outstanding quality feedback on shipments that have arrived. Finance: Issue customer invoices and follow up on outstanding payments. Process debit and credit notes where required. Schedule and process supplier payments and reconcile transactions. Weekly following up with customers on payments. Maintain physical and electronic financial records. Submit monthly declarations. Prepare and submit quarterly VAT returns. Capture and process supplier invoices. Allocate invoices to the correct ledger accounts and VAT codes. Prepare and discuss weekly cashflow forecasts. Administration: Gather market intelligence and compile market reports to support commercial decision-making and scoreboards. Maintain accurate customer, supplier and operational records. Assist with ERP system troubleshooting and improvements. Assist traders with operational and administrative tasks during peak periods. Share relevant documentation with the Due Diligence Coordinator. Respond to operational, client, supplier and service provider queries. Coordinate annual Global G.A.P. Chain of Custody (CoC) applications together with the Due Diligence Coordinator. Provide operational support across departments during the export season to ensure uninterrupted business operations.