Administration - Administration -Assistant Position title Sales and Stock Administrator M/F Contract Contractual hours Full-time Summary Statement: To provide efficient administrative, logistics, and coordination support to the sales and operations teams through accurate processing of sales orders, invoicing, stock control, and transport planning. The role ensures smooth order-to-delivery flow, proper inventory management, and timely movement of goods from suppliers to customers. Profile Key Performance Areas: To perform this job successfully, the appointed individual must be able to perform each essential duty / key performance areas satisfactorily. This list of key performance areas a summary of critical outcomes and is not exhaustive and may be changed / supplemented to accommodate business needs from time to time: Sales Administration · Process customer quotations, sales orders, and invoices accurately and on time. · Maintain sales order registers and track delivery status of all active orders. · Coordinate with sales rep and aftermarket for dispatch planning and delivery scheduling. · Verify pricing, discounts, and customer credit terms before order release. · Support sales rep with customer documentation, quotes, and reporting. · Monitor and control open orders, ETA and changes in delivery plan with suppliers · Prepare monthly sales and performance reports for management. Stock and Inventory Control · Monitor and maintain optimal stock levels across warehouses · Raise purchase requisitions or supplier orders for replenishment as needed. · Reconcile stock between Kerridge system and physical inventory. · Coordinate with warehouse staff for stock receipts, transfers, and returns. · Maintain accurate master data for all parts, pricing, and item descriptions. · Support monthly and annual stock takes, including variance reporting and corrective actions. · Aim not to take provision on longstanding stock. · Control allocated and unallocated stock to avoid units going over 90days. · Track & Control Loan units and keep register on all loans with return dates and cost. Transport and Logistics Coordination · Arrange transport for stock collections from suppliers and deliveries to customers. · Plan and schedule daily delivery routes in coordination with sales rep and drivers. · Track and confirm completion of deliveries and collections. · Ensure all delivery documentation (dispatch notes, GRVs, PODs) is accurate and filed. · Monitor transport costs and optimize route planning to improve cost efficiency. · Daily Vehicle inspection, address any defects and plan maintenance · Ensure vehicle is compliant at all time to be used as per SHEQ requirements Customer and Supplier Coordination · Communicate with customers on order confirmations, delivery schedules, and invoicing. · Follow up with suppliers on order readiness, shipment dates, and discrepancies. · Resolve delivery or stock-related issues promptly. Reporting and Compliance · Maintain up-to-date and accurate sales, stock, and transport records. · Prepare weekly and monthly KPI reports for management review. · Ensure compliance with company policies, financial controls, and audit requirements. #J-18808-Ljbffr