Administration Support Officer

1 week ago

Bellville, South Africa Finovate People Pty Ltd Full time

Our client, a manufacturing company in the **Cape Town area**, is looking for an **Administration Support Officer **to join their team.

This is an operation administration role.

The Administration Support Officer will be working between two companies and will be helping both companies with filing and general administration.
- Helping with sorting of filing, making sure delivery notes are filed and the export documents are filed with each shipment.
- Capturing purchase orders in Netsuite and helping with the processing of orders and getting orders out.
- Making sure export documents are obtained once exported.
- Helping with general administration duties.
- Helping in the warehouse with stock assemblies when required (must not mind getting her hands dirty, as might need to help to collect stock some time with the company vehicle).

**Requirements**:

- Grade 12.
- A tertiary qualification will be beneficial.
- Excellent administrative skills.
- Fluent in English.
- Previous customer service experience advantageous.
- Strong PC literacy (computer skills).

**Responsibilities**:
**Providing strong customer communications**:

- Develop good communications with your teammates to ensure they understand procedures, processes and what is required to improve operations to ensure that a high level of customer support and service is delivered to the customer’s expectations.
- Responds quickly to sales orders and end user enquiries on stock availability, standard pricing, availability, dispatch details, repair, quotes, and other general appropriate functions.
- Ensures that the initial information being given to the sales personnel, customer, or end user in terms of stock availability is correct.
- Establish a high degree of customer trust and rapport by providing quick, effective, and accurate information.
- Encourages our customers to use Partner Center when speaking with them.
- When a customer wishes to make a non-warranty return, ensure that they are advised of the process and outcome before providing a non-warranty return number.
- Upon request from your customers and end users, forward literature, brochures, catalogues, etc.

**D**evelop and implement an effective and efficient office environment**:

- Continually upgrades or develops new procedures and processes that ensures customer support team remains totally effective in providing the high level of support and service.
- Maintains home office area in clear workable conditions and adopt good housekeeping procedures.
- Operates in an effective and efficient office environment.
- Responsible for prompt and efficient processing of customer enquiries, orders, and their fulfillment.
- Maintains adequate records of all correspondence and communications received and sent.
- Develop in-house teamwork with sales, product, warehouse, workshop and operation personnel.
- Builds a strong working rapport & communication with all teams.

**Accurate processing**:

- Ensure that when entering customer order that the details on the customer orderand the company’s system information show the same part numbers, quantities, price, and delivery address. If any variation, this needs to be addressed - either re-enter the correct information or communicate the variance with customer or appropriate Sales Representative. Verification from customer must be received in writing before proceeding with the order.
- Enter customer’s orders or service orders accurately, ensuring that the quoted delivery date had been included at line-item level.
- Highlight any issues regarding part number detail and pricing that will create any problems.
- Ensure that all details have been provided on any credit request to enable credits to be process accurately.
- Work closely with the Warranty / Service Co-Ordinator to verify credits being process for approved warranty and non-warranty returns to ensure the customers’ accounts are correct.
- Approve or obtain the upper-level approvals for credits pertaining to customers in all territories.
- Process all credits pertaining to your customers immediately all criteria achieved and approved.

**Supporting the Sales Team**:

- All price and availability enquiries are required to be entered into the system as quotes, to enable the sales team to follow up the initial enquiry.

**Administration Activities**:

- Provide Operations Manager a monthly report outlining issues within the role, processing matters or effects of the warehousing operations having on the ability to deliver good customer service and what action is being carried out to correct any of the problems.
- Must remain conversant with all quality plans, quality procedures and job instructions and ensure that they are continually followed as detailed on the intranet.
- Ensure that all tasks and activities are carried out in a very safe manner and within the company policies and guidelines.
- Protest all company property from damage and theft.

Area: Northern suburbs, Cape Town

Salary range:

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