Customer Services Administrator

Short Job Description: 

A company that deals in the management of refrigerant and industrial gases is looking for Customer Services Administrator.  This is an approximate 6 month contract to start ASAP  working with the Finance Manager. 

Where will the candidate work from, if not home based? (Town/Suburb or state work-from-home): 
Montague Gardens
Select which one of these best describes the role: 
Full time - with flexibility
Main area of expertise for this position: 
Management - Call Centre and Customer Service
Estimated hours (state hours per day or week): 
8 Hours per day
Remuneration in ZAR: 
R20-R25k per month
Remuneration term: 
Job posting date: 
Tuesday, September 10, 2019
Full Job Description: 

Reports to

Sales Manager

Supervises and/or consults with

Sales team, Production team,  customers,  suppliers, shipping agents

Level of Responsibility



Administration related diploma

Work Experience

3 -5 years working experience with call centre and SAP experience

Knowledge, Skills & Abilities

Excellent communication and interpersonal skills, excellent customer service skills, good time management skills, good computer skills (excel, word & outlook), strong problem solving skills, systems orientated

Individual Attributes

Well organised, well presented, analytical, attention to detail, resilient, reliable, adaptable, team player, proactive

Working Conditions

Office based


                                                       Key Performance Areas (KPAs)

  1. Customer/Sales Service
  1. Shipping Administration
  1. General



Customer/Sales Service Administration

Key Tasks

1. Liaise with customers telephonically attending to any issues timeously and professionally with the ultimate aim to build and strengthen the client relationship and increase orders.

2. Process all sales orders through to invoice timeously and accurately, creating back orders where required.

3. Maintain accurate customer records, including the creation of new debtors and the storage of completed sales documents ensuring information is up-to-date and accessible.

4. Complete quotations in line with customer enquiries, providing accurate information timeously.

5. Proactively call inactive customers with the aim to secure repeat business.

6. Send out price lists as required.

7. Ensure that customers are kept up-to-date on the status of all orders iro order fulfilment, stock enquiries and delivery schedules.

8. Review all sales order deliveries with Production daily.

9. Ensure customer complaints are processed in line with the BIR procedure and necessary action is taken as required to rectify the situation.

10. Co-ordinate with the Finance team on customer credit limits, payment terms and account status. Where necessary request upfront payment before processing orders to limit business risk.

11. Log all contact information onto the CRM system, ensuring all information is captured timeously and accurately.

12. Generate required reports for internal monthly reporting and any reports required by a customer.

13. Attend sales meetings and client visits and marketing events as required.


Shipping Administration

Key Tasks

1. Provide accurate and relevant data to suppliers with regards to all orders, saving all data into a central database

2. Clear out all shipments before arrival to ensure that there are no delays in port.

3. Manage shipments of stock/cylinders to ensure that items are available when required and is shipped cost effectively.

4. Act as the supplier liaison for suppliers and Carrifreight.

5. Apply for import and export permits (as required) to ensure that all shipments are able to be timeously cleared.

6. Manage direct shipments.

7. Co-ordinate/organise empty cylinder returns.



Key Tasks

1. Contribute to the Company’s policies and procedures by attending all meetings as required.

2. Comply with Company policies and procedures, including safety, health, quality and environmental.

3. Any other duties as assigned by the Sales Manager from time to time.

Application process:
Before applying check that your CV is comprehensive and that the roles and responsibilities demonstrate your capabilities and experience rather than a list of tasks. Always write in full sentences. You have up to 12 places of previous employment to demonstrate your skills, use as many as you feel are required but always include more than one. Write a motivational email explaining why you should be considered for the role. The motivational email will be seen before the CV and is submitted to the client with the CV. If you have not heard back within 14-21 days please assume the application was not successful.

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