Sales & Customer Service Administrator – Medical Company – West Rand, Gauteng

About the Job:

The Company is looking for a proactive, organised and reliable Sales & Customer Service Administrator to join their team. This is a varied role supporting their sales, customer service, purchasing, stock, repairs, invoicing and tender functions within a medical device environment

The successful candidate will need to be hands-on, detail-oriented and comfortable managing multiple responsibilities simultaneously. They are looking for someone who takes ownership of their work, communicates well and can work independently while being a strong team player

Requirements:

Have 1–5 years’ relevant experience in sales administration, customer service, purchasing, stock administration or a similar role

Have experience with order processing, stock receiving/GRVs and coordinating orders with a stock or warehouse function

Have excellent attention to detail and strong organisational skills

Be comfortable working with figures, pricing, invoices and financial documentation

Be confident communicating with customers and suppliers by telephone and email

Be able to manage competing priorities and work to deadlines

Take ownership of tasks rather than requiring constant supervision

Have good computer literacy and strong administrative skills

Be professional, well-presented and have a positive, can-do attitude

Be willing to assist across different areas of the business when required

Grade 12 / Senior Certificate

Minimum 1 year of relevant work experience

Fluent in English, written and spoken

Strong computer literacy

Must be a South African citizen

Duties & Responsibilities:

Sales & Customer Service

Act as a first point of contact for customers via telephone, email and in person

Process customer orders and provide administrative support to the sales team

Generate accurate customer quotations, ensuring pricing, product details and customer requirements are correct

Respond to customer queries and assist with resolving complaints and issues

Maintain professional relationships with customers and suppliers

Coordinate customer orders with the Stock Controller to ensure stock availability and timely fulfilment

Purchasing & Stock Administration

Assist with purchasing, supplier communication and obtaining quotations

Update and maintain supplier pricing for quotation purposes

Process purchased stock and maintain accurate stock and order records

GRV (Goods Received Voucher) all incoming stock accurately and timeously

Check received stock against purchase orders and delivery documentation, identifying and resolving discrepancies

Monitor supplier orders and follow up to ensure timely delivery

Coordinate stock requirements and customer orders with the Stock Controller

Process and verify supplier invoices relating to purchases

Repairs Coordination

Coordinate the complete repair process from receipt of the customer’s repair request through to completion and return

Liaise with customers, suppliers, technicians and internal staff regarding repairs

Obtain quotations and arrange repairs where required

Track repair status and follow up on outstanding repairs

Maintain accurate repair records and ensure customers are kept informed of progress

Invoicing & Accounts Receivable Support

Generate and issue accurate customer invoices for medical device sales

Verify pricing, customer details and order information before invoicing

Track outstanding customer order numbers and assist with resolving discrepancies

Follow up on credit notes and invoice adjustments

Maintain accurate financial and administrative records

Tender Administration

Assist with the preparation and submission of tenders

Gather pricing, product specifications and supporting documentation

Ensure tender submissions are complete, accurate and submitted within deadlines

Maintain an organised filing system for tender documentation

Liaise with relevant stakeholders regarding tender requirements and progress

General Administration

Assist with general office administration, data capturing, document preparation and reporting

Provide administrative support to sales, logistics and finance

Assist with events and company activities when required

Provide administrative support to other areas of the business as required

Should you meet the above requirements, we urge you to apply by forwarding your CV along with any supporting documents to jason@glass-house.co.za