The Sales Administrator is responsible for ensuring the accuracy, consistency, and efficiency of product data, pricing, order processing, and stock coordination across all internal systems and retail partner platforms.

This role plays a critical part in maintaining operational excellence by managing product listings, supporting order fulfilment, aligning pricing, and driving process improvements, while ensuring high levels of accuracy, compliance, and stakeholder communication.

Key Responsibilities

Product Listing & Data Management

• Create and maintain accurate product listings across all internal and retailer systems.
• Ensure all product information (descriptions, specifications, pricing, barcodes, images) is complete and up to date.
• Coordinate with suppliers and internal teams to source and update product information.
• Maintain structured and accessible product documentation.
• Conduct regular audits to ensure consistency across all platforms.
• Maintain accurate pricing across all systems and customer platforms.
• Ensure alignment between supplier pricing, internal costing, and retailer pricing
• Implement approved price changes within agreed timelines.
• Monitor and escalate pricing discrepancies where required.

Order Processing & Fulfilment Support

• Process and manage sales orders from retail partners.
• Coordinate stock allocation with warehouse and relevant business units.
• Track orders from placement through to delivery.
• Follow up on outstanding orders to ensure timely fulfilment.
• Communicate proactively with stakeholders on order status and updates.

Stock Coordination & Warehouse Liaison

• Liaise with warehouse teams on stock availability and production timelines.
• Monitor stock requiring re-barcoding or preparation prior to dispatch.
• Ensure accurate allocation of stock to retailer orders.
• Escalate stock shortages or delays proactively.

Weekly Reconciliations & Order Accuracy

• Perform weekly reconciliations of stock allocations vs retailer orders.
• Validate alignment between allocated stock and actual orders placed.
• Reconcile retailer Purchase Orders (POs) against internal systems.
• Identify and investigate discrepancies, providing structured feedback.
• Track PO delivery dates and manage timelines to ensure on-time delivery.
• Proactively manage PO extensions where required, with valid justification.

Communication & Stakeholder Management

• Maintain professional communication with internal teams, suppliers, and retail partners.
• Provide regular updates on order status, delays, and resolutions.
• Respond to queries within agreed service levels.
• Escalate critical issues in a timely and effective manner.

Requirements

Qualifications

• Matric (Grade 12)
• Relevant qualification in Supply Chain, Business Administration, Commerce, or similar (advantageous)

Experience

• 2–4 years’ experience in a similar operations, supply chain, or retail coordination role
• Experience working with product data, pricing, and order management systems
• Exposure to retail, e-commerce, or distribution environments preferred

Skills & Competencies

• Strong attention to detail and high level of accuracy
• Excellent organizational and administrative skills
• Strong analytical and problem-solving ability
• Effective communication and stakeholder management
• Ability to work under pressure and meet tight deadlines
• Proficiency in Excel and ERP/order management systems