Sales Order Processing (SOP) Clerk

Sales Order Administrator — ERP (iScala) & CRM (HubSpot)

Role Overview

This role sits at the centre of the order-to-dispatch cycle, converting confirmed customer orders into clean, correctly priced transactions inside iScala and keeping every supporting record audit-ready. Day to day you turn quotes and purchase orders into system entries, generate the paperwork that releases goods from the warehouse, and act as the connecting point between Sales, Warehouse and Finance whenever an order stalls or a query surfaces. Because your entries drive stock allocation, invoicing and reporting, the accuracy you bring directly shapes whether customers get the right goods on time and whether the business bills them correctly.

Key Responsibilities

• Capture quotations, confirmed orders and delivery schedules in iScala, checking that items, quantities and approved price lists match the customer's paperwork before anything is saved.
• Generate picking lists, proforma invoices and final sales invoices from the ERP, and confirm stock availability so inventory can be allocated without over-committing.
• Set up and maintain customer accounts and sales transaction records, attaching LPOs, payment slips, approval notes and other supporting documents to the relevant order.
• File and archive all order-processing documentation so any transaction can be traced from first enquiry through to invoice during an audit or internal review.
• Work with warehouse and dispatch colleagues to keep orders moving through picking, packing and release on schedule, flagging anything at risk of missing its delivery window.
• Handle order-status queries from sales and customer-service teams, and keep stakeholders informed of progress and revised delivery timelines.
• Screen each order against credit limits, pricing rules and agreed payment terms before processing, escalating anything that falls outside policy or shows an unusual pattern.
• Keep the HubSpot side of the order lifecycle current — updating deal stages linked to iScala orders, logging notes, documents and follow-ups, and giving the sales team a reliable view of where each deal stands.
• Report documentation gaps, stock variances and discrepancies to the relevant supervisor.

Requirements & Qualifications

• Diploma or certificate in business administration, procurement or a closely related field.
• One to two years' experience in sales administration, order processing or data entry, preferably within manufacturing, distribution or logistics.
• Demonstrated accuracy with high-volume entry — able to key and cross-check figures quickly without introducing pricing or quantity errors.
• Practical exposure to an ERP system such as iScala and to a CRM platform such as HubSpot; familiarity with either is an advantage rather than a strict prerequisite.
• Basic accounting knowledge or formal ERP systems training would strengthen an application.
• Confident written and verbal communication for coordinating across sales, warehouse and finance, including the persistence to chase information when an order slows down.
• Working understanding of order documentation — LPOs, invoices, delivery notes — and the approval trails that sit behind them.