Key Account s Administrator

SUMMARY:
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POSITION INFO:

We are looking for a highly organised and detail-oriented Key Accounts Administrator to manage the end-to-end order flow process across key retail accounts. This role is critical in ensuring that orders are processed accurately, deliveries are coordinated efficiently, and communication between internal teams and retail partners is seamless.

The ideal candidate will have strong experience in order management, retail coordination, and ERP systems, with exposure to fashion, footwear, or FMCG supply chains.

Key Responsibilities

Order Management & Coordination

• Manage the full order lifecycle from order placement through to delivery
• Capture and maintain accurate sales orders within ERP systems (iSync, Odoo, or similar)
• Monitor order progress, stock availability, and delivery timelines
• Ensure orders are fulfilled on time and in full (OTIF)

Key Accounts & Retail Coordination

• Act as a key point of contact for major retail accounts and chain stores
• Coordinate delivery bookings with retailers and ensure compliance with their systems and requirements
• Maintain ongoing communication with buyers, planners, and retail stakeholders
• Ensure adherence to retailer SLAs, compliance standards, and booking processes

Logistics & Delivery Management

• Coordinate dispatch, deliveries, and distribution schedules
• Liaise with warehouse teams, logistics partners, and couriers
• Track shipments and proactively resolve delivery delays or discrepancies
• Ensure accurate delivery documentation and confirmations

Administrative & Systems Management

• Maintain accurate data across ERP systems (iSync, Odoo, or similar platforms)
• Generate and manage reports, order trackers, and Excel-based dashboards
• Ensure data integrity for reporting, forecasting, and operational visibility
• Support general administrative and operational tasks

Communication & Problem Solving

• Communicate effectively with internal teams, suppliers, and retail clients
• Identify and resolve order, stock, or delivery issues proactively
• Escalate risks and implement solutions to ensure minimal disruption to operations

Minimum Requirements

• 3–5 years’ experience in a Key Accounts Administrator / Sales Administrator / Order Coordinator role
• Experience within fashion, footwear, retail, or FMCG environments (highly advantageous)
• Strong understanding of chain store processes and delivery coordination
• Proven experience working with ERP systems (e.g. iSync, Odoo, SAP, Pastel, Syspro or similar)
• Advanced proficiency in Microsoft Excel (essential)

Preferred Candidate Profile

• Experience working with major South African retail chains
• Exposure to fashion wholesale, footwear, or apparel supply environments
• Understanding of retail buying cycles, order flow, and stock management processes
• Existing relationships within retail buying or planning teams (advantageous)

Key Competencies

• Strong organisational and coordination skills
• Excellent written and verbal communication
• High attention to detail and accuracy
• Ability to manage multiple orders and priorities simultaneously
• Strong problem-solving and decision-making ability
• Systems-driven with strong ERP and data management capability
• Ability to build and maintain professional stakeholder relationships

What Success Looks Like in This Role

• Orders are processed accurately, efficiently, and without delays
• Deliveries to retail partners are consistent and well-coordinated
• ERP systems and reporting are accurate, up-to-date, and reliable
• Strong relationships are maintained with key retail accounts

Issues are resolved proactively with minimal operational disruption