Processing Administrator

Introduction

We are looking for a highly organised and detail-oriented Processing Administrator to join our team. In this role, you will be responsible for the accurate processing of sales orders, quotations, consignment stock administration, and related documentation. You will work closely with internal sales teams, hospitals, and customers to ensure efficient operations, exceptional customer service, and the timely resolution of queries.

Duties & Responsibilities

Quotations

• Prepare and process accurate quotations for customers and sales representatives.

• Ensure quotations are completed accurately and within required turnaround times.

Sales Order Processing

• Process direct, cash, and consignment sales orders accurately and within agreed service levels.

• Investigate and resolve order discrepancies with sales representatives and hospitals promptly.

• Ensure invoices accurately reflect approved quotations.

• Communicate back-orders to customers, Business Managers, and Sales Representatives.

• Verify that signed Proofs of Delivery (PODs) are uploaded and maintained within the ERP system.

Credit Notes

• Review and process credit notes accurately in accordance with company policies.

• Ensure all supporting documentation and approvals are obtained before processing.

Consignment Administration

• Manage new and existing consignment agreements, ensuring all required documentation is completed and updated.

• Assist with consignment stock counts and investigate stock variances.

• Monitor stock levels and expiry dates, coordinating replacements where necessary.

• Process approved stock additions, removals, and adjustments.

• Investigate stock discrepancies and obtain appropriate approvals before processing adjustments.

• Administer write-offs of faulty or opened stock in line with company approval processes.

• Assist with branch stock takes and reconciliation activities.

• Follow company procedures, policies, and best practices relating to sales administration and ERP system processing.

• Continuously develop knowledge of company systems and processes.

Customer Service & Team Support

• Respond promptly and professionally to customer queries.

• Build and maintain positive working relationships with hospitals, customers, and internal stakeholders.

• Collaborate with colleagues and provide support across the team to ensure operational efficiency.

Administration & Documentation

• Maintain accurate electronic records by uploading documentation to our ERP system and filing supporting documents.

• Record relevant customer communications and transaction amendments.

Desired Experience & Qualification

• Diploma in Business Administration / similar

• Minimum of 2 years working experience in administration

• Intermediate Microsoft Office skills, particularly Excel.

• NetSuite (or similar ERP) experience an advantage.

• Must be thorough and have attention to detail.

• Valid code 08 driver’s license & own vehicle.

• Fluent in English.

• Must be able to work after hours, when required.

• Well-presented and professional demeanor with attention to detail.

• High level of communication.

• Excellent administrative skills.

• Preference will be given to a non-smoker.

• Must reside in Johannesburg.

What We're Looking For

The ideal candidate is organised, customer-focused, and thrives in a deadline-driven environment. You have a keen eye for detail, enjoy solving problems, and take pride in delivering accurate work while providing exceptional support to both customers and internal teams.