Senior Coastal Sales Administrator

SUMMARY:
Our client based in Killarney Gardens, Cape Town in the chemical industry is looking to appoint a Senior Coastal Sales Administrator. The successful candidate will be responsible for assisting and managing the sales administration for
the Coastal Region, as well as assisting the Warehouse and Logistics Manager with inventory management and distribution thereof.

POSITION INFO:
KEY PERFORMANCE AREAS:
Internal Sales / Customer Service Functions:

• Direct liaison between the sales force, customers, and company supply chain to fill all internal and external customer orders applicable to your region / area, which would include PE and George.
• Receiving, processing and distribution of all customer orders placed & follow up on any back orders for both PE and George.
• Generate customer quotes, sales orders, and tax invoices for both PE and George.
• Generate FOL documents for any installations and manage the document process and return and safe filing of these documents.
• Handling of customer queries and complaints, should they arise with your transaction, and ensure 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.
• Maintaining a delivery note register for all manual orders and Reps deliveries ensuring all POD’s are returned timeously and filed away. Manual delivery notes are subject to approval from superior prior to issuing.
• Ensure all customer returns are noted on the GRV and submitted to your manager for processing credit notes.

• Generate goods received notes, return notes.
• Handling of supplier queries should they arise with your transaction.
• Track incoming orders and follow up on back orders.
• Manage the receiving of products from suppliers and maintain related receipt documents.
• Ensure any supplier returns are noted on the RTS and submitted to Finance with the relevant credit note from the supplier.
• Assist with stock control and stock forecasting.
• Assist with month-end stock counts and stock balancing.
• Report on stock that is close to expiry and on slow moving stock.
• Timeously alert management to requirements for chemicals and other related products to ensure that sufficient stock is available for incoming orders.

• Plan Customer & Regional deliveries in line with a route plan.
• Oversee and assist with the picking of stock where required, and manage the load and dispatch process in line with Client requirements (where applicable and stock is under your control).
• Liaise with transport companies and service providers and sales representatives to ensure efficient deliveries.
• Manage the routes and logistics to ensure on time and full deliveries to clients and minimum cost to Company.
• Ensure all deliveries are loaded according to the loading process with a manifest and that the driver has a trip sheet for every trip.
• Ensure on the driver’s return that all POD’s are handed in and reconciled against the trip sheet noting any Receipts and GRV’s on the trip sheet.

• Manage and maintain all ordering, receiving, dispatching and distribution processes, keeping stock control, warehousing and distribution systems updated as per SOP’s from National level.
• Keep stock levels within agreed limits, alert Finance to any possible stock position changes that may influence Company cash flow.
• Ensure the efficient utilization of space, proper store layout and planning peak capacity
• requirements and ensure inventory accuracy.
• Conduct Wall to Wall Stock Takes, minimum three (3) times per financial year. Reporting to management on the stock takes with regards to stock losses/gains with analysis to identify root cause and improve the stock control environment in the warehouses.
• Engage with Sales team and the National stock controller to limit the number of Out-of-Stock lines.
• Ensure that equipment in the warehouse is maintained in good operating condition and that employees are trained in proper mechanical (e.g. Vehicles and Forklifts) and chemical safety procedures.
• Inspect physical conditions of warehouse, vehicle fleet, equipment and oversee planned maintenance, repairs, or replacements.
• Manage the inventory in the warehouse, paying close attention to product life cycle (FIFO), shelf life, proper labelling and traceability (batch codes) and hazardous material management.
• Promptly report every incident, accident, injury, or potential near miss to Management.
• Management of sales email addresses and WhatsApp number for the Coastal Region.
• Management of Company Register for the Coastal Region, monthly review and ensure all invoices and credit notes are processed correctly and timeously.
• Management of Dispatch Note Register for the Coastal Region, review and ensure that dispatch notes are converted to invoices soonest and resolve any issues arising.
• Management Supply Chain Transfers for the Coastal Region, review and ensure they are processed timeously.
• Management of credit notes for the Coastal Region, review and ensure they are processed timeously.

• Manage all administration regarding orders received / dispatched.
• Ensure proper administration systems are maintained / utilised to ensure efficient and effective services to internal and external stakeholders.
• Ensure correct documents are utilised for the issuing and returning of FOL (Free On Loan) equipment.
• Assist with stocktake where required.
• Assist with procurement of consumable / office items for your area.
• Regularly report on customer, stock and delivery matters to ensure robust operations.
• Manage data / information at warehouse as per Company Policy.
• Immediately flag any risks/liability to Company.
• Control and reconciling of Petty Cash to HO timeously as per the deadlines given.

• Grade 12 or equivalent is essential (with Mathematics will be advantageous).
• A qualification in Supply Chain Management, Logistics, and/or Business Administration will be advantageous.
• Minimum 3-5 years’ experience in: Sales administration in a distribution or manufacturing environment, Warehouse administration and stock control, Logistics coordination and route planning and Processing of invoices, GRVs, credit notes and POD reconciliations
• Minimum 2 years in a senior role involving: Regional coordination, Stock forecasting and reporting, Month-end stock counts and reconciliations and Supervising warehouse or admin staff (if applicable)
• Experience working with compliance and safety documentation will be advantageous.
• Chemical or FMCG distribution experience strongly preferred.
• Valid driver’s license.
• Willingness to travel to PE and George (if required).
• Ability to work extended hours during stock take and month-end.

• Basic to intermediate computer skills in MS Word and emails.
• Strong MS Excel skills (intermediate to advanced level).
• Syspro (preferred).