Customer Service Administrator

BASED EASTERN CAPE - PORT ELIZABETH (PERSEVERANCE AREA)

Co-ordinate customer activities within the applicable portfolio in an efficient and cost-effective manner, focusing on customer satisfaction.

KEY PERFORMANCE AREAS

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 distribution of all customer orders placed & follow up on any back orders for PE.
• Generate customer quotes, sales orders, and tax invoices for PE.
• 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.
• Maintain a delivery note register for all manual orders and Reps deliveries, ensuring all POD’s are returned timeously and filed away.
• Ensure all customer returns are noted on the GRV and submitted to your manager for processing credit notes.

Supply Chain & Stock Control:

• 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.

Distribution & Logistics:

• 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 drivers return that all POD’s are handed in and reconciled against the trip sheet noting any Receipts and GRV’s on the Trip sheet.

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 if required.
• 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 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.
• Assist with banking as and when required.

EXPERIENCE AND QUALIFICATIONS

• Grade 12 / Matric.
• An Administrative / Customer Service certificate or qualification would be advantageous.
• At least 3 years’ experience in a similar customer service and administrative role.
• Experience with Syspro, or a similar ERP system.
• Experience with generating quotes, loading sales orders, and generating invoices.
• Exceptional administrative and filing skills - essential.
• Experience liaising directly with customers, including dealing with customer queries and complaints.
• Basic experience with stock management, to prevent wastages.
• Distribution & Logistics skills.
• Valid driver’s license.

COMPUTER LITERACY

• Intermediate knowledge of MS Office packages (e.g. Word, Excel, PowerPoint, etc.).
• Intermediate knowledge of virtual programs (e.g. MS Teams, Zoom, etc.).
• Intermediate knowledge of ERP System – Syspro.

COMPETENCIES

• Customer Service Orientated
• Accuracy / Attention to Detail
• Planning & Organising
• Time Management
• Problem-solving
• Systematic
• Financial Aptitude
• Professional Verbal & Written Communication Skills
• Ability to work in a team (e.g. Sales and Warehouse) Package Offered

This position will attract a Market Related salary according to qualification and experience gained. The Company is committed to diversifying its staff profile in terms of its transformation agenda and encourages candidates from previously disadvantaged backgrounds to apply.

The Company also retains the right to choose candidates in its sole discretion and or not to make any appointments.

Please e-mail recruitment@oftgroup.co.za your contact details and abridged resume should you believe that you have what it takes to join the Company and grow together.

Closing Date: 31 August 2026