Customer Care Administrator

SUMMARY:
Our client, based in Killarney Gardens, Cape is looking to employ a Customer Care Aministrator who be be responsible for coordinating customer service, order processing, stock
control, and logistics to ensure accurate, timely, and cost-effective delivery of products

POSITION INFO:
UTIES AND RESPONSIBILITIES – inclusive, but not limited to:
Customer Service Coordination

• Direct liaison between sales force, customers, & company supply chain to fill all internal/external customer orders.
• Receives, processes, and distributes all customer orders placed & follow up on any back orders.
• Generates customer quotes, sales orders, tax invoices and credit notes.
• Handles customer queries and complaints, ensuring 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.

• Generate purchase orders, goods received notes, purchase notes for stock / products from suppliers.
• Handle supplier queries, resolving these timeously to ensure uninterrupted supply.
• Track incoming orders and follow up on back orders.
• Manage the receiving of all products from suppliers and maintain related receipt documents.
• Perform stock control and stock forecasting.
• Perform Month end stock counts and stock balancing.
• Report on slow-moving stock or stock close to expiry.
• Timeous ordering chemicals and related products from supplier to ensure there is sufficient stock for the region.

• Plan Customer deliveries in line with a route plan.
• Manage picking of stock, loading and dispatch process in line with Client requirements.
• Liaise with transport companies and service providers and sales representatives to ensure efficient deliveries.
• Manage the routes and logistics to ensure on time and in full deliveries to clients and minimum cost to Company.
• Manage daily trip sheet.
• Assist with supervision of warehouse staff and related activities

• Comply with Company Health and Safety Rules.
• Responsible for administering the Company quality program aligned with customer and Company requirements.
• Assist with reporting and managing Product Non-Conformances.
• Acts as the Site Health and Safety representative.
• Checks that all stock leaving the store as the required Certificate of Analysis and Transport Emergency Card.
• Use Personal Protective Equipment (PPE) as required, executing tasks in a safe and careful manner.
• Maintain good housekeeping, ensure chemical products are safely stacked and stored.

• Relevant Qualification (Diploma or Certificate in Business Administration, Supply Chain, Logistics /Warehousing or Finance) advantageous.
• 5 Years’ experience in customer service, sales administration, or order processing.
• Experience generating quotations, sales orders, tax invoices, credit notes, and purchase orders.
• Working knowledge of stock control, inventory management, and month-end stock counts.
• Experience coordinating deliveries, dispatch processes, and liaising with transport providers.
• Exposure to supplier coordination, back-order tracking, and goods receiving processes.
• Familiarity with ERP or inventory management systems (e.g. Syspro and Pastel).
• Proficient in MS Office (especially Excel and Outlook).
• Good understanding of HSE and quality documentation (SDS’s, COA’s, PDS’s) advantageous.
• Strong administrative, organisational, and customer service experience in a warehouse, logistics, or supply chain environment.
• Valid driver’s license and own, reliable vehicle.

• MS Office (Excel – intermediate essential)
• Quotation, Invoicing & Order Processing
• Stock Management & Forecasting
• Distribution & Logistics Coordination
• Document & Records Management
• Sales & Customer Service Coordination
• Office Management
• Expenditure Control