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Sales and Export Coordinator

Vacancy Details

Reference No.

SP3-5946

Synopsis

We are looking for an energetic Sales and Export Coordinator (Customer Facing) to join our dynamic and agile team based in Cape Town. The right candidate must have proven customer service and export experience. Wine industry experience will be an added benefit.

Description

Job Title

Sales and Export Coordinator (Customer facing)

Department

Operations

Reports to

This position reports to the COO. This means that the individual in this role must regularly provide progress updates to the COO as required and diligently follow all instructions given.

CORE PURPOSE OF POSITION

The core purpose of this role is to efficiently and speedily service the customers from order enquiry to delivery to the customer physical address and co-ordinate the export readiness of a customer’s order between the customer and logistics team, which includes administration of customer service complaints.    

The individual in this role commits to take ownership of the following key responsibilities:

Sales enquiries and quotations

  • Create leads and opportunities in SAP for new/existing customers for follow through to final sale.
  • Process sales quotations.
  • Follow up on status of sales enquiries and sales quotations to close the sale.
  • Receive confirmation of orders from customers and convert quotations to Sales Orders.
  • Draws sales info/reports as required.
  • Conduct pricing checks at order entry.
  • Service item coordination to ensure service items are split from general exports and communicated accordingly to logistics.

Opportunity management

Relationship management and update opportunities in the ERP (Enterprise Resource Planning).

Order control/management

  • Match orders to containers
  • Add non-stock items to quotation (freight cost elements; insurance dependent on client shipping terms, etc)
  • Communicate with and update customers on their order status.

Customer support

  • New customer and supplier on-boarding (send documents and ensure completion).
  • Follow up with customers’ monthly sales and stock on hand reports.
  • Prepare customer facing communication and reports based on potential order requirement.
  • Receive and coordinate customer complaints and resolve complaints or any other issue from a customer.
  • Follow up with Customers’ and Relationship Managers regarding customer account status & overdue accounts.
  • Dispatch original shipping documents to customers.
  • Monitor orders and keep clients informed on delivery dates and projected timelines including delivered in port status.
  • Arrange point of sale for customers as per customer request.

Sample process

  • Order samples from vendors and dispatch to customers.
  • Follow up on receipt of samples.
  • Manage office promotional items/sample stock.

Master data management

  • Update and maintain customer database with relevant information and documents.
  • Item Master management in SAP.

QMS management

Ensure tasks are performed in adherence with ISO standards.

Ad hoc

  • Apply for export certificates.
  • Assist with over-run of logistics tasks as and when required.

Please note: a job description describes the main responsibilities and outcomes of the role but is not intended to cover in detail all the tasks required of the position. Management may also ask the individual in the role to do other work or achieve other outcomes, as long as it is reasonable.

INTERDEPENDENCIES & TEAMWORK

It is very important that the person in this role can work independently, but at the same time understand in what way his or her role impacts the rest of the team and the importance of fostering strong and positive relationships with the rest of the team.

Point of contact job title

Area of interdependency

Senior Logistics Controller

  • Collaborate on the dispatch of sales orders, updates and feedback.
  • Problem-solving of issues arising from shipping of sales orders.
  • Update of freight rates for sales quotations.

Head of Commercial

  • Forward opportunities for new customers/new sales enquiries.
  • Update pricelists for new customers.
  • Contract Management.

COO

  • Collaborate on the creation of new sales quotations and the dispatch of sales orders.
  • Provide updates regarding Customers Monthly Sales & Stock on Hand Reports.

Debtors Controller

  • Creating and Updating of Customer Pricelists.
  • Updating of Customer Accounts’ Status and payments.

Chief Executive Officer

Updating of Customer Accounts’ Status for follow up.

LIVING OUR VALUES

We expect our employees to live by our values of:

  • Customer Focus
  • Commitment (pro-active and ownership)
  • Quality
  • Building relationships
  • Communication
  • Innovation
  • Planning and organising

 KEY PERFORMANCE INDICATORS

What is a key performance indicator?

KPIs are metrics that measure performance on a specific goal.

We will measure performance in this job by looking at:

  • extent to which our values are upheld and reflected in the individual’s behaviour
  • extent to which goods are delivered to customer on time and as per requirements
  • ability to manage tasks independently of management
  • extent to which SAP is updated and information properly and accurately documented
  • customer and supplier feedback
  • the extent to which crisis situations are successfully managed

Requirements

EDUCATION AND TRAINING

Minimum Requirement

Business admin/project management related tertiary qualification.

Preferred

Imports & Export management diploma.

EXPERIENCE AND KNOWLEDGE

Minimum Requirement

  • Working knowledge of SAP.
  • Experience in a sales and/or customer service – related role.

Preferred

Experience in a logistics environment.

 SKILLS AND ABILITIES

  • Effective and professional verbal and written communication with all stake holders.
  • Strong interpersonal skills and the ability to express themselves credibly to clients over the phone/via email.
  • Proficiency in MS Office at intermediate level.
  • Bilingual (preferred).
  • Thrive in a fast-paced sales environment and be able to handle pressure.
  • Aptitude for problem-solving and delivering impeccable customer service.
  • Effective planning, organising and prioritising skills.
  • Ability to exercise sound judgement.
  • Responsible, self-disciplined, reliable, systematic, and have a high degree of personal integrity.

Kindly note that if you havent received feedback within 3 weeks of submitting your application, consider it as unsuccessful

Position Type

Permanent

Work Level

Mid-Level

Salary

Market Related

Industry

Freight/Shipping/Transport/Import/Export

Salary Type

Annually

Package

Cost To Company

Affirmative Action

No

Geographic Location

Western Cape - Southern Suburbs (Cape)