Commercial Administrator - Cornubia

Job title:

Commercial Administrator
- Cornubia
- Durban

Location: Cornubia, Durban, Kwa Zulu-Natal
Employment Type: Permanent
Working Hours: Monday to Friday, 08h00-17h00
Start Date: As soon as possible

The Commercial Administrator will provide comprehensive administrative and transactional support to the business, with a particular focus on RFQs, quotations, tender administration, purchase orders, invoicing and commercial documentation
.

The successful candidate will work closely with Sales, Finance, Procurement, Operations, Warehouse, Customer Support and other internal departments to ensure that commercial and administrative processes are completed accurately, efficiently and within required deadlines.

The role requires a highly organised, detail-oriented and proactive individual who is comfortable working with multiple priorities and handling confidential customer, supplier and commercial information.

• Provide day-to-day commercial and administrative support to the business and relevant departments.
• Administer Requests for Quotations (RFQs) from receipt through to completion.
• Prepare, capture, distribute and maintain accurate customer quotations
  .
• Follow up on outstanding quotations and provide relevant stakeholders with status updates.
• Process and maintain purchase orders
  , sales documentation and related commercial records.
• Ensure that pricing, product information, supporting documentation and approvals are accurate before submission.
• Liaise with Sales, Finance, Procurement, Operations and Warehouse teams to resolve commercial and administrative queries.
• Coordinate and administer RFQ and tender documentation
  .
• Ensure all required information, supporting documents, pricing and approvals are obtained before submission.
• Maintain accurate registers and trackers for RFQs, tenders, quotations and submission deadlines.
• Monitor tender and RFQ deadlines and proactively follow up with internal stakeholders.
• Assist with the preparation, formatting, collation and submission of tender documentation.
• Maintain an organised electronic filing system for completed and pending tenders and RFQs.
• Ensure that submitted documentation is complete, accurate, appropriately authorised and submitted within required time frames.
• Track outcomes and maintain records of tender and RFQ submissions.

• Assist with the preparation and processing of customer invoices
  .
• Capture and verify invoice information accurately.
• Match and reconcile relevant quotations, purchase orders, delivery documentation and invoices where required.
• Liaise with Finance regarding invoicing queries, discrepancies and outstanding documentation.
• Follow up on missing or incomplete transactional documentation.
• Maintain accurate records of invoices and supporting commercial documentation.

• Maintain accurate electronic and manual filing systems.
• Capture, update and verify information on company systems, registers, trackers and spreadsheets.
• Maintain accurate customer and supplier information.
• Compile routine reports and provide administrative information as required.
• Track outstanding documentation, approvals, action items and deadlines.
• Ensure documents are correctly named, filed, version-controlled and readily accessible.
• Check documentation for completeness, accuracy and authorisation before submission.
• Assist with internal reviews, audits and compliance-related documentation.
• Respond professionally to routine customer and supplier enquiries.
• Provide customers with quotation, order and documentation updates where required.
• Liaise with suppliers and internal departments regarding documentation and transactional queries.
• Ensure customer and supplier information is maintained accurately and confidentially.
• Escalate queries or issues to the relevant department or manager when required.
• Maintain a high standard of customer service in all written, telephonic and face-to-face communication.

• Work collaboratively with Finance, Sales, Procurement, Operations, Warehouse, Technical, Regulatory, Customer Support and other departments.
• Follow up with relevant stakeholders on outstanding information, approvals and documentation.
• Assist with coordinating administrative processes across multiple departments.
• Identify discrepancies, delays or missing information and elevate these promptly.
• Support management with reporting, document…