Job Description
The Sales Administrator is responsible for processing customer sales orders and managing the process through to delivery, ensuring customer satisfaction and loyalty through operational expertise. This role interacts with both commercial and supply operational teams, working closely with the relevant Commercial Assistants and Supply Chain Administrators.
Main Accountabilities
Ensure correct and timely customer sales order processing:
Process sales orders in the Azelis ERP system, use MetaMaze where available. Advise Commercial Assistants of any deviations (price issues, dates, regulatory ...). Request order release to Credit Control. Confirm orders and send order confirmations to customers.
Follow up on open customer orders and ensure proper daily update of backorder lines, use Workspace for efficient deviation detection and transaction prioritization. Interact with Supply Chain Administrators to ensure goods’ availability. Advise the Commercial Assistants on any blocking point which would prevent/delay customer deliveries.
Ensure the customer orders’ downstream logistics continuity (warehouse picking, transport and export arrangement where applicable). Interact with customers, handle their requests related to order follow-up.
Accrue any logistics costs relative to the orders (including transport, surcharges & demurrages, other logistics costs). Ensure that provision of auto-charges is correctly calculated. In case of deviations, inform the logistics team.
Propose logistics solutions in case of issues, in cooperation with logistics/commercial team members.
Raise credit notes/reinvoicing.
Master ERP functionality related to own scope to work efficiently and to provide best service to customers.
Ensure conformance & contribute to sustainability:
Ensure compliance with all QA and SHE requirements, procedures and working instructions in order to maintain high service standards and quality of Data Management.
Process amendments and review non-conformances on a daily basis, in collaboration with the Commercial Assistants, Supply Chain Administrators, SHEQ team, Logistics team and Logistics providers. Provide feedback to stakeholders to allow closing of non-conformances in CRM.
Translate the Group’s Sustainability Strategy into concrete job-related actions.
Contribute to continuous process optimization and excellent teamwork:
Provide regular feedback to supply chain business process owners and ERP key users to enable operational excellence, efficiency and effectiveness.
Develop expertise in processes and work instructions related to own scope and support development of best practices.
Act as back-up within the Sales Administration team as required.
KPIs
Customer satisfaction (feedback on spot orders and surveys).
Number of orders processed in D365 weekly / Use of MetaMaze / Updated backorder lines / Punctuality of credit notes generation / Internal non-conformances.
Experience, Skills & Education
Proven experience in customer Service and exports.
Passionate about achieving goals/targets, high service level standards.
Team-player, strong communication skills, good knowledge of English.
Excellent organisational skills and autonomy, advanced user of various IT tools & ERP systems.
Understanding of customer and market dynamics and requirements.
Ability to adapt to new & changing requirements and a flexible approach to working with pressure.