Sales Administration, Internal Sales, Operations Coordinator

Description:

This role is the operational link between customers, the sales team and the warehouse/dispatch function, ensuring orders are captured accurately, processed efficiently, and dispatched on time and correctly. They are looking for a sales-orientated candidate - someone who is proactive and commercial sales minded, not purely administrative - ideally with an interest or background in the built environment or interior design space. The position suits a highly organized, detail-oriented individual who thrives in a fast-paced, customer-facing environment.

Requirements:

• Matric / Grade 12 essential; certificate or diploma in administration, sales, or logistics is advantageous.
• Minimum 2 years experience in an internal sales, sales administration, or dispatch/logistics coordination role (must be sales-focused, not purely admin-orientated).
• Experience in the building materials, interior design, construction, or related industry strongly preferred.
• Proficiency in MS Office (Excel, Outlook, Word) and experience with an ERP or sales/stock management system (HubSpot experience advantageous).
• Bilingual in English and Afrikaans.
• Strong numerical ability with a solid understanding of stock, pricing, and invoicing processes.
• Proactive, commercially minded, detail-oriented, and able to work independently under deadline pressure.
• Own reliable transport preferred (for part-time hours: 09:0014:00, Monday to Friday)

Responsibilities:

• Front desk customer liaison (telephone, email, walk-in and online) with courtesy, accuracy and timeliness.
• Process incoming enquiries: prepare and issue quotations, sales orders, delivery notes, and invoices.
• Liaise with customers to confirm order details, stock availability, pricing, and delivery timelines.
• Coordinate closely with the warehouse and dispatch team to schedule and track deliveries and collections, and
• check that correct stock is dispatched for each order.
• Maintain accurate, up-to-date records in the sales system (HubSpot), including customer and order data.
• Monitor stock levels for high-demand product lines and flag shortages or reorder needs to management.
• Follow up on outstanding orders, back-orders, and delayed deliveries, keeping customers informed.
• Handle customer queries, complaints, and returns professionally, escalating where necessary.
• Support the external sales team with administrative tasks, reporting, and customer correspondence.
• Assist with basic reconciliation of dispatch documentation against invoices and delivery notes.
• Maintain filing (physical and digital) for sales, dispatch, and customer records.
• Ensure compliance with company procedures for order processing, credit terms, and dispatch sign-off.
• Basic office management (supplies, stationery, etc.)
• Petty cash management.

Please note only candidates that meet the minimum requirements will be considered.
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