Customer Service Administrator

7 days ago


Portelizabeth, South Africa Adzuna ZA B C2 Full time
Purpose:
Coordinate customer activities within the applicable portfolio in an efficient and cost-effective manner focusing on customer satisfaction.

Duties:

Customer Service Coordination
  • Direct liaison between the sales force, customers, and company supply chain to fill all internal and external customer orders applicable to your region/area.
  • Receiving, processing, and distributing of all customer orders placed & following up on any back orders.
  • Generate customer quotes, sales orders, tax invoices, and credit notes.
  • Handling customer queries and complaints, should they arise with your transaction, and 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 fulfillment status.
  • Manage and attend to incoming calls from customers and walk-in customers.
  • Maintaining a delivery note register for all manual orders.

Supply Chain & Stock Control
  • Generate purchase orders, goods received notes, purchase notes, return notes, Journals, etc.
  • Handling of supplier queries should they arise with your transaction.
  • Track incoming orders and follow up on backorders.
  • Manage the receiving of products from suppliers and maintain related receipt documents.
  • Assist with Stock control and stock forecasting.
  • Assist with month-end Stock counts and stock balancing stock report that is close to expiry and on slow-moving stock.
  • Timeously order chemicals and related products to ensure that sufficient stock is available for incoming orders.

Distribution & Logistics
  • Plan Customer & Regional deliveries in line with a route plan.
  • Oversee 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 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 the Company.

Health, Safety & Quality
  • Comply with Company Health and Safety Rules and Use Personal Protective Equipment (PPE) as required.
  • Execute tasks in a safe and careful manner.
  • Maintain good housekeeping, ensure chemical products are safely stacked and stored.
  • Responsible for administering the Company quality program in accordance with customer and Company requirements.
  • Assist with reporting and managing Product Non-Conformances
  • Assist with quality and safety instructions and requirements in accordance with Company needs.
  • Assist with various administrative tasks regarding product labels, product information, MSDS and all other safety and quality management templates for the Product Portfolio
  • Check that all stock leaving the store has the required COA and or MSDS sheets.
  • Assist with arranging of tests on various products.
  • Manage database in support of the product portfolio.

Office Support & Communication
  • 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 the warehouse as per Company Policy
  • Immediately flag any risks/liability to Company.

Skills
  • Customer Service
  • Stock Management (Basic - to prevent wastages)
  • Distribution & Logistics skills

Computer Literacy
  • Intermediate knowledge of other MS Office packages (e.g. Word, Power Point etc.)
  • Intermediate knowledge of virtual programs (e.g. MS Teams, Zoom etc.)
  • Intermediate knowledge of ERP System - Syspro


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