Commercial Administrator (Fruit Industry)

My client based in Stellenbosch Technopark, is an established fruit exporter and they are looking for a Commercial Administrator to join their team.The ideal candidate will have a relevant qualification (BCom Logistics, Supply Chain or Commerce)  and 5 years' experience.

The successful candidate will be responsible for supporting the commercial and operational activities of the company by coordinating stock management, logistics, customer communication, financial administration, and cross-functional processes. The role ensures the efficient execution of export programs through proactive planning, accurate administration, and effective communication with clients, suppliers, service providers, and internal stakeholders. The position plays a key role in maintaining operational efficiency, minimizing commercial risk, and supporting informed decision-making.

Key Performance Indicators

• Successful coordination of customer programs. • Accurate stock management and allocation. • Accurate financial processing and reporting. • Highlighting potential risks / failures. • Accurate and efficient administration Responsibilities:

Operations: • Coordinate container movements by tracking, updating and importing purchase orders into the ERP system. • Communicate container arrival information to warehouses, QC providers and customs clearance agents. • Receive, review and distribute QC reports to suppliers with relevant comments. • Apply for and monitor customer credit insurance limits, including annual renewals and weekly reviews. • Communicate weekly pricing and market offers to customers. • Support commercial manager with pallet sales for the stock in storage • Create sales orders, confirm pricing and distribute order confirmations, warehouse instructions and transport confirmations. • Coordinate ad-hoc  sales, including transport quotations, pricing calculations and transport arrangements. • Coordinate re-export documentation and communicate documentation requirements with customers. • Create and maintain variety scoreboards throughout the season, ensuring data accuracy and discussing performance weekly with management. • Update and maintain the weekly Risk Analysis report to identify commercial and operational risks. • Reconcile carton quantities and specifications by comparing warehouse intake and outtake documentation. Stock Management

• Manage and monitor the company stock throughout the season to ensure optimal stock utilization and product flow. • Ensure stock is correctly allocated to loading planners and customer orders. • Monitor packing progress to ensure containers are loaded accurately and dispatched according to schedule. • Review stock ageing weekly with the Commercial Manager. • Proactively identify stock approaching 14 days of age and initiate discussions before stock is classified as old stock. • Assist in identifying suitable sales opportunities for ageing stocks to minimize commercial losses. Customer Program Management

• Assist Commercial Manager with the preparation, updating and execution of loading planners throughout the season. • Conduct weekly communication along with Commercial Manager regarding packing programs, shipment schedules and container requirements. • Resolve operational issues that may affect customer programs or shipment timelines. • Follow up with customers on outstanding quality feedback on shipments that have arrived. Finance:

• Issue customer invoices and follow up on outstanding payments. • Process debit and credit notes where required. • Schedule and process supplier payments and reconcile transactions. • Weekly following up with customers on payments. • Maintain physical and electronic financial records. • Submit monthly declarations. • Prepare and submit quarterly VAT returns. • Capture and process supplier invoices. • Allocate invoices to the correct ledger accounts and VAT codes. • Prepare and discuss weekly cashflow forecasts. Administration: • Gather market intelligence and compile market reports to support commercial decision-making and scoreboards. • Maintain accurate customer, supplier and operational records. • Assist with ERP system troubleshooting and improvements. • Assist traders with operational and administrative tasks during peak periods. • Share relevant documentation with the Due Diligence Coordinator. • Respond to operational, client, supplier and service provider queries. • Coordinate annual Global G.A.P. Chain of Custody (CoC) applications together with the Due Diligence Coordinator. • Provide operational support across departments during the export season to ensure uninterrupted business operations.