Senior Coastal Sales Administrator at West Coast Personnel

• The Senior Coastal Sales Administrator is responsible for managing sales administration and supporting supply chain, warehouse, and logistics operations for the Coastal Region (including PE and George). The role ensures efficient processing of customer orders, invoicing, stock control, and delivery coordination while acting as a key link between customers, sales teams, and the warehouse to ensure accurate order fulfilment and smooth operations.

Key Responsibilities:

• Process customer quotes, sales orders, tax invoices, and delivery documentation
• Liaise with customers, sales representatives, suppliers, and transport providers
• Manage and track customer orders, back orders, and order fulfilment
• Handle customer queries, complaints, and ensure timely resolution
• Generate and manage GRNs, return notes, credit notes, and supplier queries
• Assist with stock control, stock forecasting, and monitoring slow-moving or expiring stock
• Coordinate customer and regional deliveries, route planning, and dispatch processes
• Ensure delivery documentation, PODs, manifests, and trip sheets are correctly completed and filed
• Maintain registers for delivery notes, dispatch notes, supply chain transfers, credit notes, and Geotank records
• Assist with warehouse inventory management including FIFO, batch tracking, shelf life, and hazardous material handling
• Support month-end stock counts, reconciliations, and stock balancing
• Conduct wall-to-wall stock takes and report any stock variances
• Ensure warehouse equipment, vehicles, and operational areas are properly maintained and compliant with safety procedures
• Manage regional sales communication channels (email and WhatsApp)
• Assist with procurement of consumables and general administrative duties
• Report operational, stock, and delivery matters to management and flag potential risks

Minimum Requirements:

• Grade 12 or equivalent (Mathematics advantageous)
• Qualification in Supply Chain Management, Logistics, or Business Administration (advantageous)
• 3–5 years’ experience in sales administration within a distribution or manufacturing environment
• Experience with warehouse administration, stock control, and logistics coordination
• Experience processing invoices, GRVs, credit notes, and POD reconciliations
• At least 2 years’ experience in a senior or coordinating role involving stock reporting, forecasting, and month-end processes
• Chemical or FMCG distribution experience preferred
• Valid driver’s license and willingness to travel to PE and George if required
• Strong MS Excel skills and general computer literacy (Syspro advantageous)

Personal Attributes:

• Strong communication and customer service skills
• Organised with strong attention to detail
• Able to work independently and within a team
• Professional, reliable, and deadline-driven
• Able to work in a fast-paced and pressurised environment
• Flexible to work extended hours during stock takes and month-end