Exports Administrator at RCL Foods

Job Description    
To accuractly process all sales orders into the system and assist with customer queries including delivery times, quality complaints, product enquiries, out of stock, movement certificates and all other relevant export documentation needed.

Minimum Requirements    

• Minimum is Matric / Grade 12
• Computer literacy (MS Office and particularly Excel)
• Good verbal commincation
• Good interpersonal and telephone skills/ etiquette
• SAP/ Syspro
• Logistics and distribution principles and practices awareness
• Analytical thinking
• 1 years experience in either order capture, assistant role, administration role

Duties & Responsibilities    

Functional Strategy into Action Operationalisation

• Work in conjunction with the Country Managers in the Export Department and Outbound Supply Chain team to deliver the functions operational strategy.
• Facilitate integrated supply chain delivery by managing relationships and interaction with cross functional teams and/or external service providers.
• Ensure the agreed targets set are implemented through delivery of own and team targets.

Sales Order Processing

• Capture customer orders accurately for assigned customers (correct orders and dates) within the requisite time.
• Ensure all orders received are captured before the required cut-off time.
• For EDI orders, ensure that the necessary checks are completed and the orders are successfully captured in SAP/ Syspro
• Raise problems with pricing with the relavant account manager/assistant for resolution
• Follow up with Debtors team for orders held in suspence/ or on hold for credit purposes on when the orders may be released.

Administration and Protocol Compliance

• Complete and communicate the daily outstanding orders list with accurate feedback given
• Run and check all open current and forward orders to check for duplications and action all outstanding activities.
• Check for all over due orders and follow up with the stock allocations team on when the delivery will take place.
• Inform customers of load exceptions and dropped stock.
• Ensure all export documentation requiremants are met
• Follow up on any complaints or queries raised by  customers
• Ensure that the work station is organised and orders are filed daily.

Communication

• Communicate with the Export Warehouse team to allocate stocks to relevant orders
• Communicate with customers and/or stock allocations planners on stock outs and amendments to orders
• Liaise and follow up with delivery queries (i.e. delivery times, late deliveries and delayed/broken down trucks).
• Assist customer representatives with store queries.
• Advise respective parties of problematic customers and provide assistance in finding resolution to issues.

Team Coordination

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning, prioritising and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Support and drive the business core values.
• Manage colleagues and clients’ expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
• Champion training and development of self and others through utilising available training opportunities or contributing to the development of new training solutions relating to product costing in collaboration with national training specialists.
• Participate in and drive regular performance appraisals and ensure that own targets and goals are clear and achievable.
• Maintain a basic appreciation and awareness of employee relations climate and ensure corrective action is taken where required in line with relevant legislation and company policy.

Customer Service Level Reporting

• On a daily basis run customer service levels reports to ensure that all orders have been actioned and check to ensure that their appears no incorrect capturing.
• Complete and communicate the daily outstanding orders list with accurate feedback given
• When queries are raised by customers or sales team, try to answer with information available to pass the query on to the relevant person to provide answers. Ensure that the customer query is sufficiently answered.

Information and Data Management

• Ensure all customer orders are accurately captured
• Ensure that orders are amended or closed with the correct reason codes to rejection of order lines, duplication orders, non-deliveries.
• Ensure all incomplete orders are actioned and/or closed.
• Review emails daily to ensure that all orders are captured correctly on to SAP/Syspro daily and nothing is missed out inadvertently not actioned.
• Ensure clean housekeeping on SAP/ Syspro by clearing incomplete documents and ensuring that Open Purchase Orders are closed.

Outbound Supply Chain Projects (where required)

• Be involved in any allocated projects assigned

KPI’s

• Customer service level
• Customer query and problem resolution
• Accuracy of Customer Order Capture
• Clean System / Housekeeping
• Service level targets of answering calls timeously, capturing orders and responding to queries are completed within the agreed timeframes set

Closing Date: 12th, May 2022