Retail Operations Assistant at Syntech

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.

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.

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

Method of Application
Submit your CV and Application on Company Website: