Customer Care Administrator - CPT

SUMMARY:
The Customer Care Administrator is responsible for coordinating customer service, order processing, stock control, and logistics to ensure the accurate, timely, and cost-effective delivery of products.

This role acts as a key liaison between customers, sales teams, suppliers, and the supply chain, while maintaining high standards of quality, safety, and administrative efficiency. The position supports overall operational excellence within the Western Cape region.

POSITION INFO:

Key Duties & Responsibilities

• Act as the primary liaison between customers, sales teams, suppliers, and the company supply chain to ensure smooth order processing and customer satisfaction.
• Receive, process, and manage customer orders, including quotations, sales orders, tax invoices, and credit notes.
• Monitor order fulfilment and back orders, providing regular updates to customers and the sales team.
• Handle customer queries, complaints, incoming calls, and walk-in customers professionally and efficiently.
• Generate purchase orders, manage goods received documentation, and coordinate with suppliers to ensure consistent product availability.
• Maintain accurate stock records, monitor stock levels, and perform stock forecasting, month-end stock counts, and stock balancing.
• Identify slow-moving or near-expiry stock and ensure timely product ordering to maintain sufficient regional supply.
• Plan and coordinate delivery schedules and routes to ensure on-time and cost-effective deliveries.
• Oversee the picking, loading, and dispatch of stock in line with client requirements.
• Liaise with transport providers and sales representatives to ensure efficient logistics operations.
• Ensure compliance with company Health, Safety, and Quality standards, including safe chemical storage and correct documentation (COA and Tremcard).
• Act as the site Health and Safety representative and assist in reporting product non-conformances.
• Maintain warehouse and administrative records in line with company policies.
• Provide regular operational updates to head office on customer service, stock levels, and deliveries.
• Support general office administration and assist with supervision of warehouse staff when required.

Qualifications and Experience

• Grade 12 or equivalent.
• 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.