Sales Order Clerk

Introduction

This is a fantastic opportunity for someone who is ready to take the next step in their career and contribute to our ongoing success.

To provide a senior level internal sales and contractual customer management function, ensuring that customer orders, contracts and commercial requirements are accurately administered and executed in accordance with agreed contractual terms, Aberdare policies and customer expectations.

The position requires a strong understanding of contractual obligations, customer service, order management, pricing, stock, delivery commitments, invoicing and commercial risk, with the ability to identify and escalate potential contractual or customer service issues before they negatively impact the business

Duties & Responsibilities

In this role, you will be responsible for the following key responsibilities.

• Contractual Customer Management and Compliance

• Primary internal point of contact for contractual customers

• Understand and administer customer contracts, including pricing, product specifications, and delivery requirements, lead-times, MOQ’s, contract validity periods, price escalation/CPA, invoice requirements, documentation requirements and service level commitments.

• Monitor customer orders against contractual requirements and agreed terms.

• Identify deviations from contractual conditions and escalate them appropriately.

• Maintain a detailed understanding of customer specific requirements and contractual obligations.

• Ensure all contract related documentation and records are accurately maintained.

• Support commercial team in managing contract changes, extensions, amendments and customer requirements.

• Receive, verify and accurately process customer orders.

• Ensure orders are aligned with approved quotations, contracts and pricing agreements.

• Validate product specifications, quantities, delivery dates and customer requirements before processing.

• Ensure correct SAP material codes are used.

• Ensure all order amendments and cancellations are appropriately authorised and recorded.

Customer service

• On time order processing, on time delivery performance and effective communication.

• Provide a professional and responsive service to key customers.

• Proactively communicate potential supply, production or delivery issues.

• Maintain a high level of customer confidence through accurate information and consistent follow through.

• Identify opportunities to improve customer service and strengthen customer relationships.

• Must be customer focussed and have attention to detail.

• Assist customers with telephonic enquiries.

• Assist sales representatives with customer requirements and account administration.

• Support sales meetings and contract reviews where required.

Sales Administration

• Maintain a high order-processing accuracy/zero error standard.

• Prepare and process quotations in accordance with approved pricing mechanisms.

• Verify contractual pricing before confirming customer orders.

• Process Sales orders, stock transport orders, credit notes and debit notes.

• Generate pro-forma invoices and related invoices according to Aberdare Policy

• Weekly expediting to customers and factories.

• Liaise with debtors department pertaining to new credit applications and new customers

• Expediting of all sales orders (monitor orders from placement through to delivery), follow up on late orders, stock transport orders, quotes and liaising with the necessary sales teams and factory personnel and providing feedback to customers.

• Checking the accuracy of all orders and quotations.

• Check stock availability before confirming orders.

• Ensuring contract pricing and CPA-related requirements are correctly applied.

• Identifying order-loading errors before they reach production.

• Verify cable type, conductor material, size, construction and specification before loading orders.

• Confirming MTO vs MTS requirements.

• Track contract usage data and buying patterns in order to highlight potential sales opportunities.

• Liaising with production planning on manufacturing lead times.

• Monitoring municipal/contract orders and required delivery dates.

• Scanning of all necessary documentation into SAP

• Maintain branch administration and filing.

• Monitor stock levels of all products ranges.

• Liaise with Sales Personal on customer requirements and stock levels.

• Update and maintain accurate customer data-base.

• Maintain customer complaints data-base and do follow up on corrective action.

• Run Sales and back log reports and distribute to necessary employees.

• Participate in stock take as and when required.

• Liaise with Debtors department pertaining to application for new credit and customers.

• Perform relevant tasks and duties as may be delegated to you from time to time.

• Do follow up telephonically on orders with customers

• Responsible for housekeeping (5S)

Desired Experience & Qualification

Matric, plus Diploma or qualification in Sales, Business Management Qualification

Extensive Knowledge of SAP System (Inventory Module) SAP Hana Sales Module proficiency.

Sales and Marketing qualification will be advantageous

5 years’ experience in a similar position with at least 2 -3 years’ experience managing contractual / key customers.

Proficiency in Microsoft Office.

Product knowledge – understanding of Cables and specification, Excellent Communication and interpersonal skills, must be a problem solver and critical thinker.  Be able to deal with customers queries timeously. Experience in dealing with large municipal, government or other contractual customers would be highly advantageous.