Sales Administrator (Freight/ Cargo) - OR Tambo - EE at Ellahi Consulting

Role Purpose

• To obtain, verify, capture, and maintain accurate information across various company systems to support correct billing, customer records, operational visibility, and reporting requirements. The role also performs administrative duties to ensure information is complete, up to date, and readily available for internal stakeholders, while developing and maintaining stock control systems for procurement and distribution.

Requirements
Minimum Qualifications

• National Senior Certificate (NQF Level 4)
• Drivers License 

Minimum Experience

• 1 year's experience in an administrative role
• 1 year's experience in customer service

Functional Training

• Operations Induction
• Safety Management Systems and Company Systems
• Winfreight: Operations and Finance

Regulated Training

• Dangerous Goods Category 6

Technical Knowledge

• Knowledge of the Winfreight Operations and Finance System
• Computer Skills
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint

Skills

• Company and customer knowledge
• Customer service orientation
• Conflict and customer complaint resolution
• Adaptability
• Ability to think laterally and creatively during crisis situations
• English comprehension
• Strong computer literacy
• Behavioural Competencies
• Professional and positive appearance and attitude
• Excellent time management
• Deadline driven
• High attention to detail
• Proactive approach
• Customer-focused
• Strong verbal and written communication skills in English
• Environmental / Other Requirements
• Ability and willingness to work extended hours when required

Primary Responsibilities
Rate Administration

• Load new customer rates into the relevant systems.
• Submit loaded rates to Key Account Managers for approval.
• Update existing rates with approved increases and amendments.
• Maintain accurate records of all rate changes for audit purposes.
• Report on upcoming rate expiries to Key Account Managers.

System Administration

• Update Customer Relationship Management (CRM) databases.
• Maintain Newsflash and WhatsApp customer contact lists.
• Load and update E-Waybill users on the Company portal.
• Send birthday messages to customers.
• Distribute updated customer contact information to the Operations team.

Quotations, Credit Applications and Customer Service

• Prepare customer quotations in support of the Reservations team.
• Manage the credit application process from submission through Finance approval.
• Follow up on applications and communicate progress to customers.
• Respond to customer queries and requests.
• Allocate sales leads to Key Account Managers as required.

Procurement, Stock Control and Distribution

• Create purchase requisitions for Head Office and Petlounge requirements.
• Issue approved purchase orders to suppliers.
• Forward supplier invoices to Accounts Payable for payment.
• Order, monitor stock levels, and distribute stationery.
• Manage annual ordering, stock control, and distribution of uniforms.
• Obtain quotations for customer and employee gifts.

Internal and External Communication

• Display management communications on internal screens and communication groups.
• Verify daily flight schedule information before customer distribution.
• Distribute customer communications, including fuel surcharge updates 

Internal Reporting

• Prepare, update, and maintain accurate sales and customer reports.
• Produce reports on customer activity, new business opportunities, lost business, rate requests, service trends, and follow-up actions to support Business Development.

Key Focus Areas

• Accurate data capture and system maintenance
• Customer service excellence
• Administrative support
• Sales reporting and analysis
• Procurement and stock control
• Effective internal and external communication
• Compliance with company procedures and audit requirements