Job Description

3 MONTH CONTRACT Reporting to Purchasing & Customer Services Supervisor Purpose of the role: Role Summary: To provide administrative support to Purchasing/Customer Services department through efficient application of manual and computer-based administrative systems, including capturing orders, Goods receipts, filing and attending to queries. Key Role Responsibilities: Process all COD account Purchase Orders and GRN's and ensure Cash Book Clerk receives the relevant documentation and information for payment Process Purchase Orders, where PR's have been checked and verified for purchase by line manager Send Purchase orders to suppliers and follow up orders have been received and acknowledged by supplier Receive, verify and capture all GRN's processed in Purchasing. Escalate any deviations on pricing to Line Manager Receive and investigate all puchasing Invoice queries and follow up with relevant department or person/s to resolve query. Escalate any issues or price variance queries to line manager. Assist Line manager and other SC staff by obtaining quotations and following up on quotation requests from suppliers Review daily Purchase order due/overdue report & expedite deliveries Communicate any delays and changes in original expected PO due date to relevant system buyer and request originator Update PO due dates to confirmed delivery date given by supplier Liaise with Distribution/Driver to collect any goods/raw materials that are EXW from suppliers Receive new supplier requests and verify all documentation and supporting motivation etc has been supplied by the requestor prior to handing over to line manager/SCM for review and submission to finance. Assist Customer Service Officer to capture sales orders on the system when necessary Assist Customer Service Officer with maintaining Customer Order Files and maintain open order schedule per customer and share report weekly to sales managers Maintain Customer Order due dates on the system based on communication received from customers, sales managers and production Assist Import/Export Officer to maintain shipping and Export Order Files Run daily report on Sales Orders due, follow up with relevant plant on ETD and communicate to Customer Services, relevant Sales Manager/s & Distribution Liaise with distribution once goods ready to ship on expected shipment date and communicate to customer service officer Follow up on POD's with Distribution, then receive, check and file POD's electronically Assist Debtors resolving any customer invoice or POD queries Assist with answering calls/emails and handling customer queries Assist customer services with Month End Assist Customer Services with loading relevant PR's for resale/projects
Qualifications, Skills and experience: Grade 12 1-3 years experience with customer services or purchasing would be advantageous Computer literacy (Microsoft package and Syspro). Syspro working knowledge essential Organisational skills. Problem Solving Skills. Attention to detail. Understanding of company policies, procedures and processes High level of accuracy Good telephone/email etiquette. Self-management skills Conflict Management High initiative and ownership Team Player Ability to work well under pressure Excellent communication skills (written & verbal) Results driven Strong listener Honesty Confidentiality

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