Returns Administrator

Our client is a looking for a Returns Administrator to manage the end-to-end returns process, ensuring that customer returns are handled accurately, efficiently and in line with company policies and procedures.

Key Responsibilities:
Returns Management

• Manage the returns process from the initial return request through to the final credit being processed.
• Review and validate returns in line with company return policies.
• Check returned stock for duplicated, cancelled, unrequested, incorrectly invoiced or damaged stock.
• Ensure all supporting documentation is complete and accurate.
• Liaise with customers, sales representatives, warehouse and other stakeholders to obtain outstanding information.
• Coordinate with the Warehouse to ensure returned stock is correctly received and processed.
• Arrange collections with the relevant transport company where required.
• Verify that the correct stock has been received and GRV'd, including prices, style numbers and quantities.

Credit Notes & Debtors

• Process credit notes accurately and timeously on the ERP system.
• Obtain the necessary authorisation for credits.
• Ensure credits are correctly integrated between the relevant systems.
• Update credits processed on the Warehouse Management System.
• Liaise with the Debtors Team to ensure credit notes are correctly allocated to customer accounts.
• Resolve queries relating to credits, re-invoices, cancellations and related account matters.

Customer & Internal Queries

• Handle day-to-day customer queries relating to returns and credits.
• Resolve warehouse queries relating to returned stock and documentation.
• Assist with invoicing and debtors queries relating to credits, price differences, shortages, rebates and other related matters.
• Assist Sales Representatives with returns and credit-related queries.
• Keep customers and internal stakeholders informed of progress and outstanding requirements.

Administration & Control

• Ensure all return documentation is properly checked and captured.
• Maintain accurate return files, records and supporting documentation.
• Capture and validate customer information required for collections.
• Ensure information is stored correctly within approved systems and shared folders.
• Maintain accurate records of returns and credits.
• Perform general administration relating to the Returns function.
• Assist with ad hoc projects and tasks as required.

Minimum Requirements:

• Matric certificate.
• Minimum 1 year’s practical working experience, preferably within administration, customer service, stock, debtors, returns or a similar environment.
• Strong administrative and organisational skills.
• Excellent attention to detail and accuracy.
• Good written and verbal communication skills in English.
• Confident dealing with customers and internal stakeholders at different levels.
• Strong problem-solving and follow-up skills.
• Ability to manage multiple queries and priorities simultaneously.
• Ability to work under pressure and meet deadlines.
• Proficiency in MS Office.
• Comfortable working with different computer systems.
• Previous experience working on an ERP system is required; experience with Microsoft Dynamics Great Plains (GP) will be advantageous.

Please note: Only candidates who meet the minimum requirements will be considered for the role.

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