Orders Clerk

Orders Clerk

Department

Sales & Operations

Reporting To

Operations Manager / Sales Manager

Position Summary

The Orders Clerk is responsible for the accurate processing, coordination, and administration of customer orders for the coffee roasting business. This role serves as a key link between customers, production, warehousing, logistics, and sales teams to ensure that orders are captured correctly, roasted, packed, invoiced, and delivered on time. The Orders Clerk plays an important role in maintaining excellent customer service while supporting efficient operational workflows.

Key Responsibilities

Order Management

• Receive and process customer orders via email, telephone, online platforms, and sales representatives.
• Capture and maintain accurate customer order information in company systems.
• Verify product availability, pricing, delivery requirements, and customer details.
• Confirm orders with customers and communicate expected delivery schedules.
• Amend and update orders as required.

Inventory and Stock Coordination

• Liaise with warehouse and production teams regarding stock availability.
• Assist in identifying potential stock shortages and supply issues.
• Support stock count activities and inventory accuracy initiatives.

Logistics and Dispatch Support

• Coordinate deliveries with drivers, courier companies, and customers.
• Prepare dispatch documentation, delivery notes, and customer invoices where required.
• Track deliveries and resolve delivery-related queries.
• Ensure customer orders are dispatched accurately and on schedule.

Customer Service

• Serve as a primary point of contact for customer order enquiries.
• Provide updates regarding order status, deliveries, and product availability.
• Handle customer concerns professionally and escalate issues when necessary.
• Build and maintain positive customer relationships.

Administration

• Maintain accurate customer records and order histories.
• Ensure all order documentation is properly filed and accessible.
• Generate reports on order volumes, customer activity, and delivery performance.
• Assist with general administrative duties within the sales and operations departments.

Invoicing and Documentation

• Assist in generating invoices and credit notes.
• Verify order details against invoices before dispatch.
• Support the finance team with order-related documentation and queries.
• Ensure all paperwork is completed accurately and timeously.

Qualifications and Experience

Essential

• Grade 12 (Matric) or equivalent.
• 1–3 years of experience in order processing, sales administration, customer service, or logistics administration.
• Strong computer literacy, including Microsoft Excel, Outlook, and Word.
• Excellent administrative and organisational skills.

Advantageous

• Experience in the coffee, food manufacturing, FMCG, wholesale, or distribution sectors.
• Experience using inventory management, ERP, accounting, or order management systems.
• Understanding of production planning and logistics processes.

Key Competencies

• Excellent attention to detail and accuracy.
• Strong organizational and multitasking skills.
• Effective verbal and written communication skills.
• Customer-focused approach.
• Ability to work under pressure and meet deadlines.
• Problem-solving and decision-making abilities.
• Strong teamwork and collaboration skills.
• Professional and proactive attitude.

Key Performance Indicators (KPIs)

• Accuracy of order capture and processing.
• On-time order fulfillment and dispatch.
• Customer satisfaction and responsiveness.
• Reduction of order errors and delivery discrepancies.
• Timely communication of production and delivery updates.
• Maintenance of accurate customer and order records.
• Efficient coordination between sales, production, and logistics teams.

Working Relationships

The Orders Clerk works closely with:

• Customers
• Sales Representatives
• Roastery Production Team
• Warehouse and Dispatch Staff
• Drivers and Courier Partners
• Finance Department
• Operations Management

Purpose of the Role

To ensure customer orders are processed accurately, fulfilled efficiently, and delivered on time while supporting smooth communication and coordination between customers, production, warehouse, and logistics functions within the coffee roasting business.

Pay: R8 000,00 - R10 000,00 per month

Work Location: In person