Customer Service Co-ordinator
- Permanent
- Cape Town, 7405, South Africa View on Map
- posted 3 days ago
- Posted : July 7, 2026 -Accepting applications
Job Description
JOB TITLE : Customer Service Co-ordinator
Department : Ares Holdings, Brands
Reporting to : Sales Operations Manager
Direct reports : N/A
Key customers : Marketing team, Warehouse and distribution teams
Main purpose : To provide end‑to‑end operational and customer service support to the Sales and Commercial teams by ensuring accurate order processing, effective stock and CRM coordination, and seamless communication between customers, warehouse, finance and internal stakeholders, enabling efficient sales execution and a high standard of customer service.
KEY ACCOUNTABILITY 1: ADMINISTRATION AND DATA CAPTURING
- Capturing of all sales orders, including chain stores orders.
- Monitor and check availability of stock in the Warehouse before booking orders.
- Manage concession stock levels, generating stock reports and allocating stock to stores.
- Drive improvement of administrative efficiencies, processes and procedures.
- Capture sales orders for key and strategic accounts
KEY ACCOUNTABILITY 2: SALES REPRESENTATIVE, CUSTOMER AND SUPPLIER RELATIONS
- Resolving customer and sales representative queries and directing query to correct department, where necessary
- Referring queries from sales representatives and customers to the relevant department/person.
- Liaising with Warehouse and Distribution Department with regards to orders that must be sent out.
- Liaising with Accounts Department to ensure that new customers are loaded on the system.
- Liaising with Sales Representatives, Finance and/or the DC with regards to orders and/or any problems experienced.
- Communicate stock shortages and late deliveries to Key/Strategic Accounts and Agents.
KEY ACCOUNTABILITY 3: STOCK AND SAMPLE CONTROL / MANAGEMENT
- Responsible for outbound sample management in accordance with SLA.
- Dispatch and keep a record of samples to sales representatives and clients
- Manage and keep track of all samples sets and to assist with any administration related to the return of samples
KEY ACCOUNTABILITY 4: CRM
- Assist sales representatives with the management of CRM requirements.
- Assist sales representative with CRM queries and refer to relevant person/department.
- Upload targets on CRM, per sales representative / key account.
- Update Sales Manager on the tracking of targets/sales in the CRM system.
- Manage CRM query pipeline.
KEY ACCOUNTABILITY 5: AD HOC DUTIES
- Respond to emails and office correspondence.
- Keep work area clean and tidy.
- Support the mission, vision and core values of the company
- Meet prescribed deadlines and targets.
- Professional interaction and liaison with customers, suppliers and employees always.
- Any other reasonable and lawful ad hoc tasks or duties that may be required from time to time.
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KEY LEADERSHIP & INTERPERSONAL COMPETENCIES (Behaviours that enhance the desired culture, values and the pursuit of the core purpose of the business) |
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TECHNICAL AND FUNCTIONAL COMPETENCIES (Specific technical, functional and professional skills, knowledge, abilities, attributes and aptitudes that are required to be able to do this particular job well relative to the delivery of the Main Purpose and Key Accountabilities) |
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o Sales Process Knowledge: Understanding of the full sales cycle from lead generation to order fulfilment. o CRM Proficiency: Skilled in using CRM software to track sales, customer interactions, and performance. o Order Management: Ability to process and track orders accurately and efficiently. o Inventory Management: Knowledge of stock levels and ensuring product availability. o Reporting & Data Analysis: Competence in generating and interpreting sales reports and performance metrics. o Customer Relationship Management: Maintaining and nurturing customer relationships. o Time Management: Effective prioritization and handling of multiple tasks and deadlines. o Excel & Data Entry: Proficient in Excel for data analysis and report creation. o Problem-Solving: Identifying and resolving sales or order-related issues. o Communication Skills: Clear communication with teams, customers, and suppliers. o Contract & Documentation Management: Managing sales contracts, quotes, and invoicing. o Logistics Coordination: Coordinating with warehouse and logistics to ensure timely deliveries. o Compliance Knowledge: Understanding sales regulations and company policies. o Product Knowledge: In-depth understanding of products to support sales efforts. |
MINIMUM REQUIREMENTS
The minimum education and experience requirements that are required to be considered
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Experience |
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Industry Knowledge |
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