1. RESPONSIBILITY OF JOB

Processing timeously at the correct delivery address at commercially viable margins. Ensure continuous customer feedback throughout the order/enquiry process and be the liaison between customers and internal structures.of customer orders and enquiries efficiently by ensuring that correct products are delivered,

2. MAIN JOB FUNCTIONS (KEY PERFORMANCE AREAS)

Responsible for:

Review all orders received from customers.
Forward confirmed orders to Internal Sales Administrator (Planning) Local or Exports
Answers the switchboard, directs calls, and take messages where necessary.
Receives all visitors at the reception and attend to their needs.
Ensure the visitors book is completed and up to date.
Enquiries Regular Products:

Prepare an all-inclusive quotation and submit to customer timeously.
Follow up with the customer.

Once order is received, pass the order on to the Internal Sales Administrator (Planning) Local or Exports
If order not received, find out the reason and amend where possible to ensure that future enquiries are not lost.
Enquiries Non-Regular Products:
- Liaise with Technical. Production and Accounts departments to ensure that the product can be manufactured/outsourced and supplied, and it is commercially viable.
- Prepare a quotation timeously and submit to customer.
- Follow up with customer.
- If order is received, review the order to ensure that all requirements can be met and pass the order to the Internal Sales Administrator Local or Exports
- If order is not received, find out the reasons and amend where possible to ensure that future enquiries are not lost.
- If product is not possible to manufacture/outsource or is not economically viable, notify customer and close the enquiry.
- Ensure that economically viable minimum order quantities (MOQ) are agreed with customer and Production department.
- Ensure that inflationary effect on pricing is considered for enquiries with validity period of over 30 days.
- Customers terms and conditions:
- Ensure that customers terms and conditions on the purchase orders are understood and can be adhered to
- Ensure that special customer requirements are understood and can be adhered to
- Follow up with customer for any discrepancies on terms and conditions and special requirements.
- Ensure that special customer requirements are communicated to all relevant departments.
- Get involved in the preparation of the monthly production plan and forecasting.
- Ensure that deadlines are realistic for customer orders.
- Co-ordinate any relevant information from the Sales Administrators/ consultants and give continuous customer feedback on matters relating to inability to meet agreed delivery dates and quantities.
- Types memos and letters when requested.

Receive, sort, and distribute internal and external mail.
Takes minutes when required.
Controls stationary issues as required and replenishes when stocks are low.
Match delivery notes, service reports to purchase order and then do GRVs and file outstanding purchase orders for record keeping.
Generally, perform ad-hoc tasks as required from time to time, which will include basic secretarial functions.
Conducting and coordinating induction tests for contractors who will be working in our premises.
Quality:
- Carry out the role in accordance with the ISO International Quality standards.
- Work closely with SHERQ department regarding customer Non-Conformances.
- Provide detailed reasons for Customer Non conformances and ensure controls are put in place to avoid repeats.
Pricing/Costing:
- Send price notifications to the relevant customer representatives once prices have been determined by the Sales Executive
- Liaise with Cost Accountant to ensure that correct prices and costing are always loaded on the Sage system for manufactured and bought out items.
Monthly Reporting:
- Ageing back-order report
- Customer Satisfaction Survey
- Daily order intake report
- Overdue order report
- Credit notes trend analysis.
- Attend monthly Debtors Meetings
Ensure customer details are always accurate on the Sage Customer Masterfile
Ensure that customer credit limits are always reviewed.
Perform any other task within the role profile as requested from time to time.