Job Description

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Job Advert Summary

The Retail Operations Assistant will be responsible for providing administrative support to the retail team, ensuring that sales-related activities are completed accurately, timely, and in a professional manner. Administrative tasks such as data entry, record-keeping, and order processing as well as providing Syntech's customers with a fast, accurate, and exceptionally high level of service are critical to succeeding in this role. This role requires excellent organizational and communication skills, strong attention to detail, and a love for working in a very structured environment. Proficiency in using relevant software applications, such as Microsoft Office 365, TEAMs, Excel and various other organizational and productivity tools is required. Additionally, they should have a customer-centric mindset and be able to work well both independently and as part of a team.

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Minimum Requirements

Completion of Matric or National Senior Certificate - Tertiary qualification a benefit Trustworthy and dependable. Punctual and willing to do what is necessary to meet deadlines. Ability to take initiative and manage own time effectively. Strong attention to detail. Sense of urgency and a strong work ethic. Very good communication skills (verbal and writing) Able to communicate with different levels of customers with professionalism. Strong knowledge of Microsoft Word, Microsoft Excel, and Microsoft Outlook recommended. Knowledge of Office 365 applications. Knowledge of processing activities on applications such as Monday.com Work well and remain calm under pressure. Excellent organizational, communication, and problem-solving skills. Ability to work independently and as part of a team. Positive attitude and willingness to learn. Time management and prioritizing. Ability to work in cooperation with all departments in the business. Problem solving skills.
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Duties and Responsibilities

Sales Admin

Receiving and processing orders on the company system (Fincon) timeously and accurately. Verifying orders, including delivery details with accuracy. Daily communication to warehouses to ensure orders are invoiced and dispatched timeously. Manage and communicate orders with insufficient stock to the manager and customer. Monitor delivery of parcels to customers and follow up / investigate undelivered orders. Assist with account manager queries/customer queries whilst Key Account Managers are out of the office or unavailable to assist. CRO & RMA Processing - Any faulty incoming stock or stock returns to be well-managed and communicated to the technical team, when required. Timeous responses to orders, queries, and internal communication. Expediting orders through internal liaison. Collaborate with other departments to ensure the timely delivery of products/services. Sales order management of all sales orders placed by Key Account Managers and customers. Track ETA's using the internal resources (Fincon) Reporting on outstanding orders (Fincon) Query handling, via Telephone, email, and Skype. Issuing invoices and signed POD copies to customers, when required. Compiling weekly stock on hand reports and share with customers Directing feedback from customers to relevant Key Account Managers. Liaise with Key Account Managers on administrative support required. (Escalations) Handle customer inquiries, complaints, and issues in a professional and timely manner. Upload weekly customer sell-out reports.

Relationship Management:

Develop and maintain positive relationships with customers and internal stakeholders. Proactively communicate with customers regarding order status, delivery schedules, and other relevant information. Collaborate with other departments to ensure a seamless customer experience. Identify opportunities for process improvements and share feedback with the sales team and other relevant departments. Working closely with the Key Account Managers, to successfully grow all Key Accounts.

Professional Development:

Take responsibility for your continued product knowledge development using the training resources available to you Monthly KPA meetings to understand performance and areas of growth for you and the business.




Performance Metrics:


Sales Admin support response time Timeliness and accuracy of invoicing Attendance and punctuality Adherence to company policies and procedures * Timely Submission of reports and updates