Job Description

Responsibilities / Tasks

Key Responsibilities:

1. Quotation & Sales Support

• Source and validate pricing for products and spare parts.
• Prepare and send quotations/proposals to customers.
• Follow up with customers on submitted proposals and negotiations.
• Update and maintain records accurately.
• Support the New Machine Sales team with spare parts pricing and related data.

2. Order Handling & Execution

• Manage the full lifecycle of customer orders, ensuring timely processing and execution.
• Conversion of Customer Orders into Sales orders on SAP
• Checking customer orders against quotation (if applicable) & issuing Order Acknowledgements.
• Ensure commercial viability checks are made if required.
• Initiate the set-up of new customers if required.
• Inception of SAP material code, customer master modification requests as necessary
• Processing of sales orders onto SAP up to and including invoicing ensuring these are processed within the required time frame
• Observing customer requirements as stated on the order
• Liaise with Finance Credit Control regarding the following: If credit limits have been exceeded, Inception of new customers, Customers ‘on stop’
• Liaison with EXIM, Logistics and Warehouse team.
• Warranty, Free of Charge, Sale Return process’s including issuing of credit, returns notes and ensuring the correct approval is sought
• Ensuring transport arranged in line with customer requirements and at the correct costs
• Review status of all orders on a regular basis to ensure timely delivery
• Identify and action orders for invoicing
• Follow up with suppliers for spare part orders and ensure timely availability.
• Work with logistics and purchasing teams for spare part collections and deliveries.
• Address customer-reported issues regarding supplied spare parts.
• Monitor and resolve issues related to incorrect supplies from suppliers.
• Dealing with customer queries post - order within the required time frame
• Seek approval for any price anomalies / special pricing
• Assist with ad-hoc assignments
• Provide support to other team members as required
• Holiday and Sickness cover for other administration roles
• Support Finance team for issuance of bank guarantees, letter of credits, reconciliation of payment receipt and outstanding on SAP.
• Support FHT team with general administration duties as per the needs of the business

3. Customer & Finance Coordination

• Coordinate with the Finance & Accounts (F&A) team for customer account reconciliation.
• Resolve operational queries raised by the warehouse team.

4. Reporting & Management Support

• Prepare data, reports, and updates required for BRM and management review meetings.
• Maintain internal documentation and ensure data accuracy for audits and performance tracking.

Skills & Competencies

• Strong communication and coordination skills
• Ability to manage multiple tasks and prioritize effectively
• Customer service orientation and follow-up discipline
• Problem-solving and issue-resolution capability
• Knowledge of SAP and CRM tools with MS Office (Excel, Word, PowerPoint)
• Familiarity with supply chain, logistics, and order management workflows (preferred)

Your Profile / Qualifications

• Bachelor’s degree in business, Engineering, Supply Chain, or related field (preferred).
• 1–5 years of experience in sales coordination, order management, or spare parts administration.
• Experience working with suppliers, logistics teams, and project teams is an advantage.

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