Sales Support Data Capturer at Status Staffing

• Our client, based in Parow, Cape Town, is seeking a Sales Support Data Capturer with 3–5 years’ experience in a Sales Support or Data Capturing role within a similar environment. The ideal candidate must hold a Matric (Grade 12) qualification and have strong computer literacy with advanced MS Office skills, particularly Excel. Experience within a manufacturing environment, specifically within a Sales Department or similar setting, is essential. The successful applicant will demonstrate a high level of attention to detail, strong accuracy in data entry and reporting, and the ability to work efficiently with large volumes of data using Excel.

REQUIREMENTS:

• 3–5 years’ experience in a Sales Support or Data Capturing role within a similar environment
• Matric (Grade 12) qualification
• Strong computer literacy with advanced MS Office skills, particularly Excel
• Experience within a manufacturing and sales environment
• High level of attention to detail
• Strong focus on accuracy in data entry and reporting
• Ability to work efficiently with large volumes of data using Excel

DUTIES:
Internal Sales Coordination & Order Support:

• Act as the internal point of contact for cross-departmental order-related queries
• Gather and relay information between departments and the Sales Admin or Sales Consultant
• Post structured updates in Microsoft Teams Sales Order channels
• Track order progress internally and flag risks or delays
• Follow up with Factory, Logistics, Procurement, and Design regarding:
• ETAs
• Production progress
• Outstanding approvals
• Delivery readiness
• No direct client communication required

Incident Reports & Job Card Management:

• Raise Incident Reports on Sage as requested by Sales Admin
• Create Job Cards for snags or after-sales issues
• Set up and manage corresponding Teams channels
• Ensure all supporting documentation (photos, notes, delivery confirmations) is correctly saved
• Monitor progress and follow up internally until resolution
• Confirm readiness for closure with stakeholders (excluding invoicing requests)

Quote Register & Sales Reporting Control:

• Maintain and manage the Quote Register (Excel)
• Ensure all quotes issued are logged and updated accurately
• Require Sales team members to blind copy Sales Support on all quotes issued
• Update quote statuses:
• Pending
• Revised
• Lost
• Converted to Order
• Replace outdated versions with updated revisions
• Maintain accuracy and integrity of all records
• Own and manage the Sales Management Report (Live Excel):
• Control editing rights
• Protect formulas and structure
• Update weekly figures
• Prevent unauthorized changes
• Serve as the single point of accountability for reporting accuracy

WIP Monitoring & Order Health Checks:

• Review WIP reports on Sage twice weekly (e.g., Tuesday & Friday)
• Identify and flag:
• Overdue Sales Orders
• Orders pending invoicing
• Incorrect or outdated delivery dates
• Stalled orders between departments
• Escalate issues to relevant Sales Admin
• Follow up internally to ensure corrective action

Tender & Compliance Folder Management:

• Maintain the Sales Tender Folder
• Ensure all documentation is current and correctly stored
• Monitor expiry dates of compliance documents
• Set diary reminders for renewals
• Follow up with departments for updated documentation

Documentation & Filing Discipline:

• Ensure all Sales Orders, POs, quotes, floor plans, and delivery notes are correctly filed on server folders
• Upload relevant documents to appropriate Teams channels
• Confirm delivery notes are saved and aligned with WIP status
• Flag orders ready for invoicing to Sales Admin (no direct invoicing requests)

Production & ETA Tracking:

• Liaise internally with Factory, Procurement, and Logistics
• Track production progress and ETAs
• Communicate updates to Sales Admin or Sales Consultant
• Proactively flag risks or delays

Draft Quote Assistance (Non-Client Facing):

• Assist Sales Consultants with drafting quotes during quieter periods
• Use approved costing and supplier information
• Submit draft quotes for review and approval by Sales team members
• Sales Consultants remain responsible for final approval and client communication

Site-Specific Safety File Coordination (End-to-End Ownership):

• Confirm Safety File requirements with Sales Admin
• Gather required documentation (ID copies, certificates, organogram, project info, etc.)
• Liaise directly with external Health & Safety consultants
• Obtain and submit quotations for approval and PO processing
• Track Safety File progress until completion
• Ensure final documentation is correctly saved on server and Teams
• Obtain consultant invoice and submit to Finance for processing
• Confirm completion and close off process internally