Sales Administrative Assistant

Role Overview

The Administrative Assistant keeps the order-to-delivery cycle moving by translating customer purchase orders into accurate ERP transactions and making sure logistics partners are ready when deliveries are due. This position protects revenue by confirming payment before orders move forward, while keeping sales colleagues, finance teams, and customers informed about order status. Because fresh produce orders are time-sensitive, the role also helps prevent collection delays and raises operational challenges early so they can be resolved quickly.

Key Responsibilities

• Enter and maintain customer local purchase orders in the order management system, checking quantities, pricing, delivery instructions, and payment status before release.
• Coordinate order planning with third-party logistics providers to confirm trucks, loaders, and off-loading crews are available when needed.
• Track orders after invoicing and handover to logistics, update the sales team on customer order status, and flag delays or exceptions.
• Verify that orders are paid in time and in full before they proceed to processing or dispatch.
• Process fresh produce sales orders across all fruit lines, maintaining acceptable customer service and reducing delays in fruit collection.
• Manage goods receipt notes, proofs of delivery, and invoice receipts so documents are recorded, matched, and properly accounted for.
• Use Excel and ERP reports to analyse order, delivery, and payment data, highlighting recurring issues for follow-up.
• Communicate proactively with the line manager about challenges, risks, and delays that could affect customer service or order completion.

Requirements & Qualifications

• Bachelor’s degree or diploma in business, commerce, supply chain, logistics, or a related field from a recognised institution.
• Working knowledge of ERP systems, especially Oracle, and proficiency in MS Office with advanced Excel and PowerPoint skills.
• Demonstrated understanding of customer service operations and order management workflows.
• Self-starter who can conclude tasks on time and work with little or no supervision.
• Strong interpersonal and communication skills, with flexibility to adapt in a fast-moving environment.
• Results-oriented, hardworking team player with a pleasant manner and the ability to generate reports and carry out data analysis.
• Prior exposure to sales order administration, logistics coordination, or fresh produce operations is advantageous.