Warehouse & Administrative Coordinator at Aureole Consulting Limited

Job Description
Orders:

• Orders are received from customer or rep via email
• The order is captured on SAP. (creating order confirmation)
• Order confirmation is sent to customer indicating stock availability, value if low for delivery, incorrect pricing, additional or special instructions or account status

New Potential Customers:

• What product is the customer interested in.
• How many boxes do they plan on buying
• If rep not available send customer cash application form, order delivery, collection times and turn around time between payment reflections and delivery.
• For cash paying customers, Quotes are sent to customers /rep and order lines are closed thereafter.

Existing Customers:

• Inform customers about price changes/price increases.
• Send pricelists to customers on behalf of Rep
• Requesting change on customer pricing based on turnover
• Assiting areas with no reps/ absent reps/ attending to customer issues when they arise if not seen by a rep.
• Opening and Closing of back orders- calling customers to find out if they still want their back orders
• Assist Rep by informing them about potential business

After Sales / Other Duties:

• Sending invoices and delivery notes if customer has not received it.
• Assist customers with queries. (short/over supplied, incorrect stock sent, damages etc)
• Assisting customers timelessly and effortlessly.
• Cold calling customers for orders.
• Selling expired stock to customer to see if interested when placing their orders.
• Calling customers to find out if they interested in buying expired stock.
• Filling container orders if stock not available with other stock they might need.
• Filing
• Answering telephone, taking messages, re-directing calls
• Assist customer with Invoices and credit notes
• Assisting management with admin related queries
• Handling customer queries via email or on the telephone.
• Assisting other colleagues with issues and queries
• Updating customer Edi portals
• Assisting with customer master data
• Updating of customer details on SAP
• Act on point of contact between customers,rep,warehouse and logistics

Warehouse:

• Assisting reps an customers with stock related queries
• Expired stock dates to give to customers such as Diverse and Gondolier or any customer who requires it.
• Stock on hand
• ETA on fresh stock
• Physically counting expired stock before selling to customer.
• Assist with Stock count
• Counting of pallets for export customers for their transport
• Help warehouse when short staffed/ picking/packing/ creating picking lists/ assisting customers/ creating delivery notes and invoices.

Logistics:

• Send customers POD
• Request PODs from Courier company
• Fill in clearing documents for export orders
• Count amount of pallets for export transportation.
• Contacting courier companies to find out eta on delivering order.
• Assisting Logistics with queries.

Finance:

• Open customer accounts once Finance give the go ahead
• Create Ship to accounts for main accounts
• Liaising with finance on blocked accounts and to release accounts
• Sending customers credit notes

General Admin:

• General commercial duties
• Sales
• Admin Clerk
• PODS/Clearing Documents
• Stock/Other functions
• Resolving queries relating credit
• Assisting finance with trade references