PURPOSE OF THE POSITION The Administration Clerk is responsible for ensuring the accurate and efficient processing of customer orders, invoicing, customer service, record keeping, reporting, sample administration, and general administrative support. The role contributes to the smooth operation of sales, distribution, and administrative functions by maintaining accurate records, assisting customers, and supporting internal departments.
KEY RESPONSIBILITIES
Customer Orders and Invoicing • Process customer orders accurately and timeously. • Generate and distribute customer invoices. • Ensure all order information is correctly captured, updated, and maintained.Follow up on outstanding orders and backorders. • Communicate order status and delivery information to customers. Warehouse and Distribution Administration • Process warehouse orders and stock transfers. • Ensure all supporting documentation accompany dispatched orders and is correctly filed. • Assist with coordinating customer collections and deliveries. • Maintain accurate dispatch and order records. Customer Service • Respond professionally and promptly to customer queries. • Assist with order-related enquiries. • Resolve routine issues and escalate complex matters when necessary. • Maintain positive customer relationships through excellent service. Sample Administration • Prepare and process sample requests. • Arrange and coordinate courier bookings. • Track sample shipments and follow up on deliveries. • Maintain accurate records of all sample dispatches. Documentation and Record Keeping. Maintain customer records, invoices, and supporting documentation. • Ensure records are complete, accurate, and easily accessible. • Maintain electronic and physical filing systems. • Perform data capturing and information updates as required. Reporting • Maintain backorder tracking schedules. • Prepare administrative reports as requested. • Monitor order processing activities and report discrepancies. • Assist with stock, sales, and administrative reporting. General Administrative Support • Provide administrative support to the sales, warehouse, and management teams. • Assist with special projects and additional tasks as required. • Support continuous improvement of administrative processes. • Adhere to company policies, procedures, and quality standards.
KEY PERFORMANCE INDICATORS
(KPIs) • Accuracy of order processing and invoicing. • Timely completion of customer orders. • Effective backorder management and follow-up. • Customer query response times.

Accuracy and completeness of administrative records. • Sample dispatch turnaround times. • Adherence to company procedures, quality standards, and deadlines.
REQUIRED SKILLS AND COMPETENCIES
Technical Skills • Proficiency in Microsoft Excel, Outlook, and Word. • Experience with ERP and accounting systems (e.g. Pastel and Paradigm) advantageous. • Strong administrative, reporting, and data capturing skills. Personal Attributes • Strong attention to detail and organisational skills. • Excellent communication and interpersonal skills. • Professional and customer-focused approach. • Ability to learn new systems and processes quickly. • Ability to work under pressure and meet deadlines. • Reliable, responsible, self-motivated, and trustworthy. • Ability to work independently and as part of a team.
MINIMUM REQUIREMENTS • Grade 12 (Matric).
Previous administrative experience. • Minimum 1 year experience in invoicing, debtors, creditors, accounts administration, or a similar administrative role advantageous. • Strong practical computer literacy. • Good verbal and written communication skills in English. ADDITIONAL DUTIES The employee may be required to perform any other reasonable duties within the scope of the position as assigned by management from time to time.