Sales and Stock Administrator

Administration - Administration
-Assistant

Sales and Stock Administrator M/F

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.

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.