Sales Administration & Logistics Coordinator

Job title: Sales Administration & Logistics Coordinator

Summary Statement To provide efficient administrative, logistics, and coordination support to the sales and operations teams through accurate processing of sales orders, invoicing, stock control, and transport planning. The role ensures smooth order-to-delivery flow, proper inventory management, and timely movement of goods from suppliers to customers.

Key Performance Areas Sales Administration

• Process customer quotations, sales orders, and invoices accurately and on time.
• Maintain sales order registers and track delivery status of all active orders.
• Coordinate with sales rep and aftermarket for dispatch planning and delivery scheduling.
• Verify pricing, discounts, and customer credit terms before order release.
• Support sales rep with customer documentation, quotes, and reporting.
• Monitor and control open orders, ETA and changes in delivery plan with suppliers.
• Prepare monthly sales and performance reports for management.

Stock and Inventory Control

• Monitor and maintain optimal stock levels across warehouses.
• Raise purchase requisitions or supplier orders for replenishment as needed.
• Reconcile stock between Kerridge system and physical inventory.
• Coordinate with warehouse staff for stock receipts, transfers, and returns.
• Maintain accurate master data for all parts, pricing, and item descriptions.
• Support monthly and annual stock takes, including variance reporting and corrective actions.
• Aim not to take provision on longstanding stock.
• Control allocated and unallocated stock to avoid units going over 90 days.
• Track and control loan units and keep register on all loans with return dates and cost.

Transport and Logistics Coordination

• Arrange transport for stock collections from suppliers and deliveries to customers.
• Plan and schedule daily delivery routes in coordination with sales rep and drivers.
• Track and confirm completion of deliveries and collections.
• Ensure all delivery documentation (dispatch notes, GRVs, PODs) is accurate and filed.
• Monitor transport costs and optimize route planning to improve cost efficiency.
• Daily vehicle inspection, address any defects and plan maintenance.
• Ensure vehicle is compliant at all times to be used as per SHEQ requirements.

Customer and Supplier Coordination

• Communicate with customers on order confirmations, delivery schedules, and invoicing.
• Follow up with suppliers on order readiness, shipment dates, and discrepancies.
• Resolve delivery or stock-related issues promptly.

Reporting and Compliance

• Maintain up-to-date and accurate sales, stock, and transport records.
• Prepare weekly and monthly KPI reports for management review.
• Ensure compliance with company policies, financial controls, and audit requirements.