Columbit - Administrative & Quality Assistant - Consumables

Thursday, 23 May, 2019
Debbie Cottee     021 593 3161
Cape Town  

Columbit Industries would like to appoint a self-motivated and responsible individual to the above-mentioned position at its branch in Kensington, Cape Town in the Western Province.

The incumbent will report to the Commercial Manager – Consumables, and will be responsible for the following key areas:

  1. Sales Administration
  • Assist in preparation of quotations and pro-forma invoices.
  • Assist in confirmation of orders.
  • Assist in ensuring that all incoming orders are processed.
  • Assist in preparation of Job Instruction Sheets for cork and screw caps orders where applicable.
  • Prepare Delivery Notes (with exception of barrels).
  • Ensure that all orders are invoiced (with exception of barrels).
  • Provide assistance to customers when they require invoices and credit notes.
  • Maintain accurate lists of customers allocated to Sales Representatives and ensure that all invoices are allocated to the correct Sales Representative code.
  • Only allocate new customers to a Sales Representative with the permission of the Commercial Manager – Consumables.
  • Ensure customer accounts are open & Credit Limits are not reached before processing an order and before delivery.
  1. Inventory Control
  • Assist with minimum and maximum stock levels.
  • Assist with reconciling stock during quarterly stock takes.
  • Check all incoming stock against indent/order and enter on the system (with exception of barrels).
  • Assist with creating new product codes.
  • Maintain Daily Stock transfer spreadsheet.
  • Maintain Order Progress Register & Stock Control Register.
  • Generate weekly stock evaluation reports & Order relevant stock with the permission of the Commercial Manager – Consumables.
  1. Sales Support and Reports
  • Produce and analyse sales reports.
  • Attend Sales meetings
  • Provide Commercial Manager with weekly divisional sales print outs.
  • Provide Sales Reps with a weekly print out of their individual sales.
  • Provide support and feedback to Sales Reps with regard to customer orders and enquiries.
  • Ensure that Sales Reps are copied on all correspondence and enquiries to and from customers.
  • Provide telephonic customer support.
  1. Office Support
  • Provide relief from reception duties according to the reception relief roster.
  1. Complaints Administration     
  • Obtain and capture all the necessary information for Vinicap customer complaints into the official complaints form.
  • Log and submit the completed complaint forms to the distribution list at Colpak.
  • Ensure that feedback is obtained timeously.
  • Submit the customer complaint feedback to the customer and copy the relevant individuals.
  • Ensure that all the complaints are logged on a register and submitted to the Quality Assurance Manager.
  1. Quality Management
  • Conform to Quality Management documentation.
  • Assist in auditing the Quality Management System.

REQUIREMENTS

  • Matric
  • At least 3-5 years’ experience in a similar industry
  • A relevant tertiary qualification with financial acumen or administrative office management qualification.
  • Computer literacy (Financial system, MS Word, MS Excel)
  • Client communication skills
  • Fully Bilingual